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Lumen Structures: How to Submit Academic Subject Listing (Curricular Subject) Proposals

Instructions on how to fill out the proposals for academic/curricular subjects.

Policy

Course Subject Listings

Policy Number

UW-1027

Responsible Office

Data, Academic Planning & Institutional Research

Type

University Policy

Rationale/​Purpose

This policy defines the parameters by which course subject listings are established, renamed, reorganized, and/or discontinued. The purpose of this policy is to ensure disciplinary and curricular consistency across the university’s Course Subject Listings.

Policy

Each course subject listing is associated with an academic unit that is responsible for the subject listing.

A proposal to establish, rename, restructure, and/or discontinue a course subject listing must be reviewed and approved by the University Curriculum Committee (UCC) and subsequently presented to the University Academic Planning Council (UAPC) for consent.

Establishing a Course Subject Listing

A proposal for a new course subject listing must be submitted via Lumen Structures. The proposal must identify the academic unit for the course subject listing and must include the following:

  • How/why the proposed course subject listing is necessary to support course enrollment by students.
  • A list of the courses anticipated to be included in the new course subject listing.
  • Most courses are to be uniquely offered under the new course subject listing. Some cross-listed courses can be included when applicable. An explanation as to how the courses to be included in the course subject listing represent a distinct group of courses not duplicated in an existing course subject listing.
  • Evidence that the academic unit is stable with a long-term academic and resource foundation.
  • Evidence of faculty and staff expertise, continuity, and availability required to maintain a course subject listing.
    • This includes identification of a curricular representative who is trained and responsible for maintaining the course subject listing and coordinating/managing the following:
      • Course details (e.g., requisites) and the schedule of classes, and
      • Course information for the Course Search and Enroll app,
      • Communication to students and advisors, and
      • Course enrollment, and/or
      • Classroom scheduling.
  • Evidence that department faculty will be involved in course instruction.

If the proposed course subject listing overlaps with established course subject listings, e.g., a related field of study or similar curricular content, a similar name, etc., the proposal must be reviewed by the academic division and academic unit associated with the existing listing(s), and documentation of comment, support, or concurrence must be included in the proposal.

Renaming, Reorganizing, or Discontinuing a Course Subject Listing

A proposal to rename, reorganize, or discontinue a course subject listing must be submitted via Lumen Structures. If approved, the proposal will become effective in a future summer term. The proposal must include the following:

  • The rationale for the action, including the impact on students.
  • A timeline for the action, including in which summer term it will become effective.
  • Details on any fiscal considerations and/or impacts on faculty and staff resources.
  • Evidence of consultation with units with overlapping interests (see above).
  • Necessary approvals from the academic division and academic unit.

Cross-Listed Courses

A cross-listed course is shared by multiple course subject listings. There is no requirement that a course be cross-listed, even when it meets the criteria for cross-listing. Cross-listing is generally reserved for courses that are taught with an inter-or multi-disciplinary framework and that appropriately belong in multiple subject listings. There may be occasions when cross-listing courses serve the broader goals of departments/programs, and since the responsibility for managing their Course Subject listings rests on these units, they bear responsibility for determining the proper use of cross-listing.

The following conditions are expected to be met for cross-listed courses:

  1. All course information related to the cross-listed courses must be identical, including course number, title, credits , requisites, and attributes.
  2. Cross-listed courses are owned equally by each cross-listed subject. One subject is not a “primary” owner.
  3. Faculty associated with a department owning the Course Subject Listing in the cross-listing teach the course.
  4. Any of the departments participating in the cross-listing has the potential to offer the course independently.
  5. The subject matter must be appropriate and relevant to fields represented by the participating departments.

Connections between programs and interests must be sufficient for cross-listing courses across subject listings. The cross-listing of courses increases the complexity of scheduling classes and adds to staff workload. This must be taken into consideration prior to the submission of a proposal for cross-listing.

Related UW–Madison Documents, Web Pages, or Other Resources

Approval Authority

Provost and Vice Chancellor for Academic Affairs

Policy Manager

Vice Provost for Data, Academic Planning & Institutional Research

Contact

Associate Director, Data, Academic Planning & Institutional Research -- Michelle Young, MEYOUNG@WISC.EDU, (608) 262-2143

Effective Date

10-20-2005
Source: View policy UW-1027 in the UW-Madison Policy Library

Form Instructions

Regardless of proposal type, always select "Create a Structures Proposal" when starting a proposal. 

New Subject

Proposal Information

Instructions for how to fill out the Lumen Structures form.
Field in the form Action
Request type Select "New Subject"
Home department Select the home department. If the department is new, contact DAPIR (lumen@provost.wisc.edu).
School/College This will default to the School/College the department is housed in. This is not editable.
Title Enter the desired subject name in its entirety. Example: Biomedical Sciences and Technologies
Request details Include a brief overview of the rationale to create a new subject, noting approvals from the department and school/college.
Upload form Upload a memo that provides the extended rational and elements noted in the Policy for Establishing a Course Subject Listing. There is not a form to fill out.
Supporting documents Include any communication with outside units that may have overlap/interests in the subject listing.

Notes

  • Subject short codes (short descrs/descriptions) are assigned by DAPIR.
  • Short descrs cannot be longer than 8 characters.
  • DAPIR generally utilizes all 8 characters, where possible.
  • Short descrs cannot be the same as a previously used short descr (deactivated subject short descr)

Changing an Existing Subject

Changes to existing subjects are limited to:

  1. Changing the long description.
  2. Moving the subject to a new department. Contact DAPIR (lumen@provost.wisc.edu) once the proposal is submitted to workflow so we can add the existing department to workflow for sign-off. If not, the proposal will be rolled back to include this additional step.

If departments are considering consolidating subjects (merging):

  1. Select the subject that will persist.
  2. The subject long description can be changed; the subject short description (short descr) and the numerical three digit SIS cannot be changed.
  3. Individual course proposals must be submitted to move courses from one subject to another. If courses are cross-listed and the only change is to remove the subject, see the KB on how to de-crosslist.
  4. Once all courses have been moved to the new subject, the proposal to deactivate the old subject may be submitted.

Proposal Information

Instructions for how to fill out the Lumen Structures form.
Field in the form Action
Request type Select "Change a Subject".
Home department Select the home department. If the department is new, contact DAPIR (lumen@provost.wisc.edu).
School/College This will default to the School/College the department is housed in. This is not editable.
Title List the subject short description, the full long description, and in parentheses the SIS subject number. Example: BIOMDSCI - Biomedical Sciences and Technologies (209)
Request details Include a brief overview of the rationale specifying why the change is necessary, noting approvals from the department(s) and school/college.
Upload form Fill out the Subject Change form. Include in the required elements listed in the policy.
Supporting documents Include any communication with outside units that may have overlap/interests in the subject listing.

Subject Deactivation/Discontinuation

Subjects cannot be deactivated/discontinued until all courses have been addressed either by:

  1. Moving courses into another subject, or if cross-listed, removing the subject being deactivated.
  2. Discontinuing courses.

Proposal Information

Instructions for how to fill out the Lumen Structures form.
Field in the form Action
Request type Select "Discontinue a Subject".
Home department Select the home department. If the department is new, contact DAPIR (lumen@provost.wisc.edu).
School/College This will default to the School/College the department is housed in. This is not editable.
Title List the subject short description, the full long description, and in parentheses the SIS subject number. Example: BIOMDSCI - Biomedical Sciences and Technologies (209)
Request details Include a brief overview of the rationale specifying why the subject is being deleted, noting approvals from the department(s) and school/college.
Upload form Upload a memo that provides the extended rational and the required elements listed in the policy. There is not a form to fill out.
Supporting documents Include any communication with outside units that may have overlap/interests in the subject listing.


Keywordsacademic subject, course listing, subject listing, subjects, courses, curricular, course subject listing, lumen structures, structures   Doc ID137783
OwnerMelissa S.GroupLumen and Guide
Created2024-06-07 13:24:06Updated2024-07-02 16:06:23
SitesLumen and Guide
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