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Catalog Requisites: Administrative Maintenance
- Criteria
- Excluded from the process
- Changes that can be done administratively
- How to request a project
- Conditions/Agreement
- Implementation
Criteria
A project is when a course change or changes creates downstream impacts to a significant number of other catalog requisites. Each project must be approved by Data, Academic Planning & Institutional Research (DAPIR) and the Office of the Registrar (RO). Even if the following criteria are met, a project may not be approved. If not approved, the subject owner must submit course proposals to be in alignment with the original course change proposal. If you're unsure if the changes meet this criteria or have further questions, please reach out to us.
- Where the impact is greater than ~>15 courses from the original change proposal
- Where there may be ~>5 courses revised that impact ~>15 courses
- Implementation of governance requested revisions which brings courses into alignment with best practices (DAPIR/RO requested changes)
Excluded from the process
- If removing a course from the requisite means the requisite would no longer have a course enforcing academic preparation.
- If a course is in the final stages of governance review and/or may meet the established deadlines in time to coincide with the instigator proposal.
- If the revisions on the original course change proposal are significant changes and need subject matter expert review/action (the course is not fundamentally the same).
Changes that can be done administratively
Deactivated (discontinued) courses
In the summer, the Course Specialist will identify deactivated courses that have not been used on a student transcript in the last eight years and will submit an administrative proposal to update the requisite once a course has been archived. They will send a list of affected courses to the Lumenaries email. These changes go into effect for the spring term.
Notes
- When a deactivated course is submitted (either via the obsolete course process or regular subject array review) that course may need to stay in a requisite based on the last time it was used on a student record.
- If the subject owner has determined that a course no longer needs to stay in a requisite but has not yet met the eight year number re-use policy, they may submit course proposals to update the requisite.
Catalog number/subject changes
At the implementation of a catalog number or subject change proposal, the Course Specialist administratively submits proposals to coincide with the original course change proposal term (per the agreement).
Notes
- These changes must occur in the fall term to align program and other course changes to be in effect for a new catalog year.
- A catalog number change change that impacts audience (changing the intent of the course) may not be qualified for this process.
Back-End requisites
If new administrative elements are created that require an update to the requisite that isn’t public facing, the RO submits an administrative proposal indicating the changes in the ‘Administrative Use’ section only to add the non-public information for a requisite.
Notes
- This is extremely limited and only used for things such as transfer electives, approved unpublished student groups (included in the standard requisites list), or course sequences (such as MATH courses where a student tested out of the course listed in the requisite; the higher level courses will be included but not published).
Programs
The only administrative change allowed for program additions, changes, or removals is for honors programs. Any other use of program names in requisites is a proxy for academic preparation and must be submitted by the subject owner (preferred use of this is section-level requisites).
Notes
- Requisites that use "Declared in [program name]" inclusive of all degree levels will not be updated. Subjects must submit course change proposals to update the list as there is no crossover between new programs and maintenance of requisites.
How to request a project
- A school/college academic planner must email DAPIR/RO (Melissa Schultz and Jess Richards) with a request/notification regarding a course change that has downstream impacts.
- The RO runs a query to identify the location of the impacted course in requisites. DAPIR runs a query to identify any additional courses that may have proposed changes not yet implemented. The RO adds the list to the Course Project Google Drive (limited access).
- DAPIR/RO determine whether the request meets the definition of a project and identifies a timeline by when the changes may take effect.
- Any course can be removed from the impact list if the administrative update would make significant changes to the meaning of the requisite.
- In-progress courses must have a determination made on whether they will be administratively updated or if they need to be shredded to update the requisite. This is subjective and will use a similar logic for when courses are shredded per policy.
- DAPIR will send a list to schools/colleges that have impacted courses with a note that we will make these changes for which term, and if the subjects want to make additional changes to the requisite that they must submit a separate course proposal. That course proposal may take effect the same term as the administrative proposal.
- DAPIR communicates back to the original school/college the effective date contingent by receiving the proposal by a certain date determined by the amount of administrative work required. If the proposals do not reach the University Curriculum Committee (UCC) step of workflow, the proposals may be deferred to the next effective date/term.
- Once the UCC approves the initator course, DAPIR emails the affected schools/colleges after the UCC meeting to notify them the changes have happened and the impacted courses that will have administrative changes based on their current state (at rest or edited).
Conditions/Agreement
- Changes are implemented for a fall term.
- Changes do not require subject matter expert review (ie: removing a discontinued course or a subject change).
- Changes do not alter the meaning/intent of the requisite.
- This is a service that DAPIR/RO provides, and can be discontinued at any time.
Implementation
Administrative proposals
- Select type of proposal: Administrative.
- Make revisions per the agreement.
- Add the appropriate rationale for the course change.
- Admin save (proposal advances to PeopleSoft step of workflow for bridge sync).
Course change rationales
Deactivations
This course's requisite was updated administratively to remove a deactivated course that has not been used on a student’s transcript in the last 8 years. Per the course number policy (https://policy.wisc.edu/library/UW-1064), this means that subject + catalog number could be re-used and needs department review to ensure that a new version of the course would still meet the preparation for this course. Course removed:
Catalog number/subject changes
This course's requisite was administratively updated to indicate the new subject or catalog number of one of the courses listed. This change is administrative and completed to ensure students know the previous version of the course, new version, and when the change occurred for transparency. Course updated:
Back-End requisites (may not always have proposals to update)
This course's requisite was administratively updated to reflect a [transfer elective, approved student group, or course sequence] which is not public facing, but requires a course proposal for tracking and data purposes.