Lumen Structures: Administrative Process and Communication about Academic Subjects

Overview

Subject-related proposals occur through Lumen Structures. Once the proposal has been approved through UW-Madison’s governance (University Academic Planning Council (UAPC)), campus communication to school/college deans, departments, Office of the Registrar (RO), and the CDR Liaison are done through a memo from the Provost. Additional communication of approval or notification of changes/discontinuations to UW System/OPAR are also required, which will be done by the CDR liaison. The following process details the steps after the formal approval at UAPC to the completion of the proposal (post-SIS implementation).

Communication to UW System/OPAR via UW-Madison CDR liaison is required:

• When a subject is New
• When a subject is Changed
  • UW-System/OPAR needs notification when a change in subject code, long name, or UDDS occurs.
• When a subject is Discontinued

Traditional workflow steps in a subject proposal:

1. Department approval
2. School/College approval
3. UAPC Approval
4. APIR-UW System (notification)
5. Registrar (implementation)

Process

1. All subject proposals regardless of type are approved by UAPC.
   1. Once approved at UAPC, a memo of approval is distributed from the Provost to the school/college deans, department, the Office of the Registrar, and Data, Academic Planning and Institutional Research (DAPIR), including the CDR liaison.
   2. DAPIR (Melissa) will add the memo to the proposal in Lumen and advance to the APIR-UW System workflow step.
   3. NOTE: File name: MSN_[Subject][Subject Short Descr][Subject Number]Subject_Provost[New/Change/Discontinue]Memo[YYYYMMDD]
2. Once in the APIR-UW System workflow step, APIR will take the following actions (based on the type of proposal):

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New Subject

1. 1. Upon notification via Provost’s memo, the CDR liaison will communicate with UW System Admin/OPAR the creation of a new subject requesting the CAC code (copying Melissa).
   2. DAPIR (Melissa) will pdf the email exchange and add to the subject proposal in the Lumen Structures Proposal.
      1. File name: MSN_[Subject]Subject_NewRequest[YYYYMMDD]
   3. Upon acknowledgement from UW System Admin/OPAR, DAPIR (Melissa) will PDF the email and add to the proposal in Lumen. This notification can informal or formal.
      1. File name: SystemAdmin_[Subject]Subject_NewApproval[YYYYMMDD]
   4. DAPIR (Melissa) will advance to the Registrar step of workflow.
   5. The RO will implement and complete the proposal.

Notes:

• • Implementation takes place in two places in SIS: 

1. 1. 1. Set Up SACR > Foundation Tables > Academic Structure > Academic Subject Table
      2. UW System > UW OPAR Reporting > Institution Crosswalk Setup > CAC Crosswalk

• • New subject codes can be entered at any time.
  • The reporting associated with subject codes won’t pick up the course until there are students taking classes in the subject. The effective date prohibits courses from being active until that term.
  • Information needs to be entered into the CAC Crosswalk too.
    • Clare Huhn provides the *CAC code
    • The UDDS is NOT provided on the memo and needs to be looked up.
    • There is NO effective date in the CAC Crosswalk

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Changed Subject

1. 1. Upon notification via Provost’s memo, the CDR liaison will communicate with UW System Admin/OPAR the change of the subject (copying Melissa). The change in a subject requires more coordination between DAPIR and the RO because there is a small window of time when changes to the subject table can be made based on CDR Reporting (the table is not effective dated).
   2. DAPIR (Melissa) will pdf the email exchange and add to the subject proposal
      1. File name: MSN_[Subject]Subject_Change[Notification/Request][YYYYMMDD]
   3. Upon acknowledgment from UW System Admin/OPAR, DAPIR (Melissa) will PDF the email and add to the proposal. This notification can informal or formal.  If the proposal does not indicate the time window in which the changes can be made, it will be added in the “Request Details” section of the form.
      1. File name: SystemAdmin_[Subject]Subject_ChangeAcknowledgement[YYYYMMDD]
   4. DAPIR (Melissa) will advance to the Registrar step of workflow.
   5. The RO will implement and complete the proposal.

Notes:

• • If there are changes to an existing subject, the changes must be done after the CDR reporting is sent in for the semester prior to the effective date of the change.
    • Note: Must be changed after Spring Post-Term CDR has been accepted, but before the Summer Mid-Term CDR is submitted (typically late July/early August)
  • UW System only needs current info, so some information will need to wait to be entered. The CAC Crosswalk pulls in the most recent effective dated row - even if it is future dated.
  • If subject’s owner (Acad Org) changes, SIS security, course catalog, and schedule of classes updates must be completed in addition to the Subject Table changes.
    • Note: SIS Security Tree updates for Summer-effective changes are typically run around May 11th

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Discontinued Subject

1. 1. Upon notification via Provost’s memo, the CDR liaison will communicate with UW System Admin/OPAR the discontinuation of the subject and the effective date/term (copying Melissa).
   2. DAPIR (Melissa) will pdf the email exchange and add to the subject proposal.
      1. File name: MSN_[Subject]Subject_DiscontinueNotification[YYYYMMDD]
   3. Upon acknowledgement from UW System Admin/OPAR, DAPIR (Melissa) will PDF the email and add to the proposal. This notification can informal or formal.
      1. File name: SystemAdmin_[Subject]Subject_DiscontinueAcknowledgement[YYYYMMDD]
   4. DAPIR (Melissa) will advance to the Registrar step of workflow.
   5. The RO will implement and complete the proposal.

Notes:

• • If a subject is discontinued, create a new row with the effective date and change the status to inactive.
  • Anything related to reporting will be informed by the effective date in the subject table. Nothing needs to be updated in the CAC Xwalk.