FAQ: Guide and Lumen for Graduate Programs

Answers to frequently asked questions about Guide and Lumen.



  What is Guide?

Guide is our campus's catalog. If you remember the big printed books listing all the different programs and their requirements at the university from years past, you've got it: Guide is that big book, but online and fully integrated with other processes and electronic systems on campus. 

 What is in Guide related to graduate programs?

Some things of interest:
 What's in a Guide page?

For graduate majors, these are the required navigational tabs:
  • Overview
  • Admissions
  • Funding
  • Requirements
  • Policies
  • Professional Development
  • Learning Outcomes
  • People
  • Accreditation (but ONLY IF your program is externally accredited in addition to the Higher Learning Commission)
For doctoral minors and graduate/professional certificates, these are the required navigational tabs:
  • Requirements
  • People
In addition to the navigational tabs, all pages have a box titled "Contact Information." This is also required for all graduate pages. 

 I've heard something about "governed" and "non-governed" content in Guide. What is that? 

In addition to being the catalog for the university, Guide is also our official document of record for different aspects of program requirements. The Academic and Curricular Policy Repository Advisory Committee (ACPRAC), which is the governance body responsible for decisions about the Lumen System, reviewed the content in the graduate and undergraduate catalogs and determined that information related to the following tabs requires a governance approval process to be changed:
  • Admissions
  • Requirements
  • Policies
  • Learning Outcomes
  • Accreditation
In other words, about half the content you see on the Guide page requires governance approval (and is thus called "governed content") and the other half does not require governance approval (and is thus called "non-governed content"). Content that does not require governance approval to be changed can be found on these tabs:
  • Overview
  • Funding
  • Professional Development
  • People
The Contact Information box also does not require governance approval to be changed. 


 When am I allowed to make changes to my content in Guide?

This depends on the type of content being edited. If your content requires governance approval ("governed content"), it follows one set of deadlines. If your content does not require governance approval ("non-governed content"), it follows another set of deadlines. Finally, directory information in Guide, like the content on the People tab and your Contact Information box, is allowed to be updated at any time.

A detailed chart with the logic and principles surrounding editing timelines for these different types of content can be found here

The deadlines for this academic year (2019-2020) can be found here. There's a lot of information there, so the big takeaways are that: 
  • Editing of non-governed content will publish June 1, 2020, and is open from November 4 - December 19, 2019, and
  • Editing of governed content will publish June 1, 2020, and is open all the time to anyone with a faculty or staff NetID, with the deadline of April 10, 2020, being the most important date.  

 Where do I go to make changes to my content in Guide?

This too depends on the type of content being edited. If your content requires governance approval ("governed content"), it must be edited using the Lumen Program Proposal System. This system replaced the "old way" of doing things over email with memos and ensures that the required parties at every step of the way have a chance to properly review and approve changes. 

 If your content does not require governance approval ("non-governed content"), it is edited in the Next-Guide Editing Environment, but remember this is only accessible to you after November 4, 2019. 


 How do I update contact information in Guide, and when can I do it?

Contact information and People may be updated at any time. To request edits for the entire year, contact the Graduate School Academic Planning Graduate Assistant.

Special note: During the time of year when the Next-Guide Editing Environment is open for you to make changes to non-governed content, you will see that you are able to edit the Contact Information yourself directly. Please note that the changes made here will not publish until June 1 of the following year. If you want changes to be both immediate, and also to remain in Guide after June 1, you must do two things: 1) request the change from the above email address, and 2) edit it in Guide yourself too. 


 What needs to be completed by the deadlines?

Making changes to non-governed content is optional, though if you have recently restructured your graduate program to include a new named option, you will likely have updates to make. Still, if you are satisfied with how your non-governed content in Guide appears, you do not need to do anything. If you have changes to make, you need to make them on the pages in the Next-Guide Editing Environment and submit them to workflow by the deadline.

If you have changes to governed content to make (curricular requirement, admissions, or policy changes), they must be submitted to workflow and moved through several workflow steps by the deadline. The deadline you see is actually the deadline for the proposal to be at the Registrar step in workflow. This means best practice is to submit your proposal at least a week ahead of the deadline, to ensure it has time to get through workflow. 


 How do effective terms work in Guide and Lumen Programs?

When you make changes in the Lumen Program Proposal System, you have to select an effective term for the change. This affects two things: 

  1. what term the action is effective for students. In other words, the student's "catalog year".  
  2. when the changes will publish in Guide. See the deadlines linked above

 How do I get access to edit in Guide?

This also depends on the type of content being edited. As mentioned before, everyone with a faculty/staff NetID can edit proposals in the Lumen Program Proposal System at any time to make changes to governed content. 

However, to make changes to the non-governed content in the Next-Guide Editing Environment, you can request access using this form. Access is not instantaneous; all requests undergo a multi-step manual review and approval process before you will be able to edit your non-governed content in Guide.  


 Okay, I have access. How do I edit Guide?

There is a Lumen knowledgebase available here with some helpful tutorials. If you would like one-on-one help, these are the scheduled open labs that are graduate-specific:

  • Tuesday, November 5, 9:00 AM – 12:00 PM, 333 East Campus Mall Room 11501 (SIS Training Room)
  • Tuesday, December 10, 1:00 PM – 4:00 PM, 333 East Campus Mall Room 11501 (SIS Training Room)
  • Thursday, December 19, 9:00 AM – 12:00 PM, 333 East Campus Mall Room 11501 (SIS Training Room)
Remember you will not be able to edit non-governed content in the Next-Guide Editing Environment until November 4. 

 How do I remove access for someone to edit in Guide?

To remove access to edit non-governed content in Guide, please contact academicplanning@grad.wisc.edu

 Why do I have access to edit pages outside of my specific graduate program? Why does this other person have permission to edit pages in my graduate program?

The way the Guide editing permissions are set up, access is granted at the administrative home/department level. This means that anyone who has access to edit one graduate program within a given department must have access to edit all graduate programs within that given department. 

 There is a named option (also called a subplan) in my graduate program. Where is it in Guide?

Named options have a parent-child relationship with their graduate major (also called a plan) in SIS. Since Guide must accurately represent the academic structure on our campus, named options pages are found within the pages of the graduate major they are associated with. Click on the degree major in Guide, go to the "Requirements" tab, and then either click "Named Options" in the submenu or just scroll down -- you will see the list of named options in that graduate major. If you do not see anything there, one of two things is going on: 1) the named option is new and not approved to appear in that edition of Guide, or 2) the graduate major does not actually have any named options. Make sure you have the graduate major name and credential type correct. 


 What are the content requirements for all the different tabs in Guide for graduate programs?

Good question. Let's go through tab by tab:
  • Overview (non-governed): The minimum requirement is that there is some kind of content on this page. If the page in question is a named option, the first sentence must say "This is a named option in the [Degree Major M.S.]." The rest of the content is at the discretion of the program.
  • Admissions (governed): There is Graduate School shared content at the top of every page. Below the shared content is a table. Detailed information about what can be in the table can be found here. Any content below the table is at the discretion of the program.
  • Funding (non-governed): There is Graduate School shared content at the top of every page. Anything below the shared content is at the discretion of the program, though should start with a Header 2 called "Program Resources" for consistency with other degree pages. 
  • Requirements (governed): There is a submenu at the top of every page which points to all Header 2's on the page. Next there is Graduate School shared content. Next there is a Header 2 called "Major Requirements" or, if the page is for a named option, "Named Option Requirements." Next there is a Header 3 called "Mode of Instruction" followed by a Mode of Instructions table which must be accurately completed by the program. Next there is a Toggle Header 4 called Mode of Instruction Definitions" followed by Graduate School shared content with those definitions spelled out. Next there is a Header 3 called "Curricular Requirements" followed by a table with the following rows: Minimum Credit Requirement, Minimum Residence Credit Requirement, Minimum Graduate Coursework Requirement, Overall Graduate GPA Requirement, Other Grade Requirements, Assessments and Examinations, Language Requirements, and if the program is doctoral, Doctoral Minor/Breadth Requirements. All of these rows must be filled in with an actual policy or credit amount. Please do not write "Contact the program for information about this policy." After this table, there is another Header 3 called "Required Courses." Underneath this are all the requirements not already covered in the table. Typically this is a list of courses in the Course List format (see this Lumen KB for help on building a Course List). As much as possible, your Course List should list every course needed for completion of the major. Ideally, the amount of credits in this list will add up to the Minimum Credit Requirement. Underneath this, if the degree major has named options, there is a Header 2 called "Named Options (Sub-Majors)" with the language "A named option is a formally documented sub-major within an academic major program. Named options appear on the transcript with degree conferral. Students pursuing the [Degree Credential Type and Name] must select one of the following named options:" followed by links to the named option pages. Additionally, if your degree major does have named options, most of the rest of the content on this page should direct people to the named option pages for the specific policy information. 
  • Policies (governed): There is Graduate School shared content at the top of every page. This is followed by a Header 2 called "Major-Specific Policies" or, if this is a named option page, "Named Option-Specific Policies." Next there is a Header 3 called 'Graduate Program Handbook" with a link to the handbook. Next there is a Header 3 called "Prior Coursework" followed by three Header 4's called "Graduate Work from Other Institutions," "UW-Madison Undergraduate," and "UW-Madison University Special," all of which should be indented. Under each of these Header 4's is the policy for the program, or if this is a degree major that has named options, it points to the named options' pages. Under this is a series of unindented Header 3's followed by the indented policy language; these are the names of those Header 3's: "Probation," "Advisor / Committee," "Credits Per Term Allowed," "Time Constraints," and "Other." If there is no "Other" policy, write "n/a." All of the other Header 3's and 4's must be filled in with an actual policy or credit amount. Please do not write "Contact the program for information about this policy."  Additionally, if your degree major does have named options, most of the rest of the content on this page should direct people to the named option pages for the specific policy information. 
  • Professional Development (non-governed): There is Graduate School shared content at the top of every page. Anything below the shared content is at the discretion of the program, though should start with a Header 2 called "Program Resources" for consistency with other degree pages. 
  • Learning Outcomes (governed): This is a list of approved learning outcomes for the degree major. Named Option pages do not have separate learning outcomes from the degree major. Learning Outcomes and the process to update them are owned by the Provost's Office. Please contact Regina Lowery with questions about how to update this content and what the correct format can be. 
  • People (non-governed): This is a list of faculty and others who work in the department. The format of this page is at the discretion of the program. We heavily advise not setting up links to individual faculty profiles as these URLs can break easily and we will not update them "at any time" as we would other parts of this content. If you must, link to the index page where all the faculty profiles are linked on your own program website.
  • Contact Information (non-governed): The first entry is the name of the Department and College the award is in with a URL and other contact information. The second entry is the Graduate Coordinator, with a minimum of a name and email address. The third entry is the Director of Graduate Studies, with a minimum of a name and email address. The final entry in the list is for the Graduate School with a link to our website. You can have more than these four entries in the contact list, but the first must always be the name of the Department and College with a URL, and the last must always be the Graduate School. 
We plan to build detailed template or KB documents to encapsulate the above information with screenshots, because we know it is quite dense to read through. Nevertheless, hopefully it is a helpful temporary "how to."

 I have more questions that aren't answered here. 
Please send them to Emily Reynolds. Thank you. :) 




Keywords:guide, lumen, catalog, governance   Doc ID:95262
Owner:Emily R.Group:Graduate School
Created:2019-10-25 11:15 CDTUpdated:2019-11-04 14:11 CDT
Sites:Graduate School
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