Lumen Structures: Forms and Actions
The Lumen Structures form is for items that require governance approval that fall outside the scope of the Lumen Programs form. These items will have their own process and form, but are submitted through Lumen Structures the same way. See each section for instructions on how to fill out the form, plus the steps that need to be followed for each type of approval.
As a general note, proposers should be in contact with their school/college academic planners and DAPIR early in the process of developing items submitted through Lumen Structures.
Workflow: The standard workflow associated with all Lumen Structures proposals is: Department -> School/College -> DAPIR. At the DAPIR step, additional steps may be added (vested interest, DARS, Graduate School, Registrar's Office) if there are additional parties that need to approve or participate in the completion of the proposal.
Notice of Intent
New Department
Change a Department
Discontinue a Department
New Subject
Change a Subject
Discontinue a Subject
New Center or Institute
Change a Center or Institute
Discontinue a Center or Institute
Contractual (Instructional) Agreement
Change CIP Code
Add Professional School Code to a Grad Certificate
Add a joint degree/additional major at the Graduate level (MMAJ or DMAJ)
Add a Special Committee Degree Named Option
- Whenever a change is needed, look for the appropriate school/college/division and click the "Edit Program" button.
- In the "Request Details" field, enter the shared content name for the item that is being updated. If changes to multiple shared content blocks is needed, add them all to a single change proposal. See page titles below.* If there are multiple items on the same proposal, name the document as the title of the shared content page. Enter the term in which the changes should take effect.
- Attach the track changes document.
- Save and Start Workflow.
See shared content pages in the Guide shared content list.
Notice of Intent
Notice of Intent (NOI) is the first step in the planning/approval process for a new degree/major. The NOI is a short proposal with highlights of key features of the program being proposed. Before starting the new degree/major proposal process it is best to review the overall process for proposing and planning a new degree/major program. Specifically, review the instructions and template for the Notice of Intent. Prepare a draft of the Notice of Intent following the template instructions. Those preparing documentation should have their school/college dean’s office contact and DAPIR contact review the draft NOI. When the NOI is in a final form, as determined by consultation with DAPIR, the NOI document should be entered into Lumen Structures. Logging into Lumen Structures requires a UW-Madison Net-ID and password and Multi-factor Authentication (MFA). Please include any governance approvals in the "Request Details" box; a good example: Gender & Women's Studies PHD.
Follow these instructions once you are logged in:
- Click "Create a Structures Proposal"
- In the "Request Type" select "Notice of Intent (new degree/major)"
- Choose the department that will be the owner of the new degree major. This question determines the workflow.
- In the title field enter: [Degree][space]-[space][Degree Name] Example: "BABS - Data Science" or "MS - Applied Biotechnology"
- In the “Request Details” box, provide a summary of the kind of proposal you are entering, the name, and any key information for reviewers to see up front.
- Upload the NOI document into the "Upload Form" field. Upload both a pdf version for use with UAPC and an MS-Word version to be edited for circulation to the UW provosts.
- If you are partially finished, click the “Save Changes” box at the bottom and continue later. You can keep making changes or have other people review your work.
- When you are finished and ready to submit, click the “Save and Start Workflow” button.
Once DAPIR receives approval from UW-System, the approval documentation will be added to the Lumen Structures Proposal. The proposal will then be completed and an email will automatically generate to the original proposer indicating the completion of the NOI proposal (Lumen Structures) and that the approvals are ready to be added to the Lumen Program proposal. The NOI document and the UW System Approval Memo will need to be uploaded Lumen Programs by the proposer from the department/school/college. The full Lumen Programs proposal can be started before NOI approval is completed.
- Create a proposal including all elements found in the approved Guidelines for Departments or Department-like Units. The approval steps follow FPP Ch.5.02.C.
- Click "Create a Structures Proposal"
- In the "Request Type" select "New Department"
- In the "Home Department" select the School or College that department will reside within.
- In the "Title field" enter the department name.
- Upload the proposal in the "Upload Form" field.
- Upload all governance approval documents (memos) in the Supporting Documents.
- Save and Start Workflow.
When changing department, consult DAPIR's website for instructions and the form required for uploading into Lumen Structures. See The Departments and Department-like Academic Units Definition, Privileges, Responsibilities, and Process for Approvals Knowledge Base for help. Also when changing a department, the Department ID codes also need to be updated. Include in the proposal a department action request form to initiate changes in Business Services. See their website for the most up to date form. To see the approval process, see the UW-Madison Academic Program Approval Overview. Department changes go into effect based on fiscal years (summer term).
- Create a proposal including all elements found in the approved Guidelines for Departments or Department-like Units. The approval steps follow FPP Ch.5.02.C.
- Click "Create a Structures Proposal"
- In the "Request Type" select "Change Department"
- In the "Home Department" select the current department name.
- In the "Title field" enter the current department name.
- Upload the proposal and the Department ID code form in the "Upload Form" field.
- Upload all governance approval documents (memos) in the Supporting Documents.
- Save and Start Workflow.
Departments discontinuations go into effect based on fiscal years (summer term).
- Create a proposal including all elements found in the approved Guidelines for Departments or Department-like Units. The approval steps follow FPP Ch.5.02.C.
- Click "Create a Structures Proposal"
- In the "Request Type" select "Discontinue Department"
- In the "Home Department" select the current department name.
- In the "Title field" enter the current department name.
- Upload the proposal/memo in the "Upload Form" field.
- Upload all governance approval documents (memos) in the Supporting Documents.
- Save and Start Workflow.
- Create a Structures Proposal.
- In the "Request Type" field, select "New Subject"
- Select the home department. Contact DAPIR if the department is also new.
- In the "Title" field enter the full subject name.
- Example: Applied Biotechnology
- Upload the proposal into the "upload form" field.
- Upload additional approvals documented by memo into the "Supporting Documents."
- Save and start workflow.
- Create a Structures Proposal.
- In the "Request Type" field, select "Change a Subject"
- Select the home department.
- In the "Title" field enter the current subject: [subject short description][space]-[space][subject long description][space](subject number)
- Example: ABT - Applied Biotechnology (160)
- Upload the proposal into the "upload form" field.
- Upload additional approvals documented by memo into the "Supporting Documents."
- Save and start workflow.
- Once approved, the changes will be implemented in SIS for the next available summer term.
- The UW-System Crosswalk tables (SIS) need to be updated in tandem with the CDR reporting schedule.
- Create a Structures Proposal.
- In the "Request Type" field, select "Discontinue a Subject"
- Select the home department.
- In the "Title" field enter: [subject short description][space]-[space][subject long description][space](subject number)
- Example: ABT - Applied Biotechnology (160)
- Upload the proposal into the "upload form" field.
- Upload additional approvals documented by memo into the "Supporting Documents."
- Save and start workflow.
- Once approved, the changes will be implemented in SIS for the next available summer term (factoring the discontinuing or re-homing courses timeline).
- Create a Structures Proposal.
- In the "Request Type" field, select "New Center or Institute"
- Select the home department. If the home department is within a school/college, select that as the department.
- In the "Title" field enter the proposed Center or Institute name.
- Upload the proposal based on the specifications listed in the Establishing, Evaluating, and Changing Centers, Institutes and Center-like Units policy.
- Upload additional approvals documented by memo into the "Supporting Documents."
- Save and start workflow.
- Create a Structures Proposal.
- In the "Request Type" field, select "Change Center or Institute"
- Select the home department. If the school/college is the department, select the school/college as the department.
- In the "Title" field enter the Center or Institute's current name.
- Upload the proposal based on the specifications listed in the Establishing, Evaluating, and Changing Centers, Institutes and Center-like Units policy.
- Upload additional approvals documented by memo into the "Supporting Documents."
- Save and start workflow.
- Create a Structures Proposal.
- In the "Request Type" field, select "Discontinue Center or Institute"
- Select the home department. If the home department is within a school/college, select that as the department.
- In the "Title" field enter the Center or Institute's current name.
- Upload the proposal based on the specifications listed in the Establishing, Evaluating, and Changing Centers, Institutes and Center-like Units policy.
- Upload additional approvals documented by memo into the "Supporting Documents."
- Save and start workflow.
HLC Policy INST.F.20.040 requires that an https://kb.wisc.edu/apir/110521accredited institution obtain HLC approval if the institution plans to initiate a contractual arrangement in which the institution outsources some portion of its academic degree/major programs offered for academic credit (including instruction, oversight of the curriculum, assurance of the consistency in the level and quality of instruction and in expectations of student performance and/or the establishment of the academic qualifications for instructional personnel) to: an unaccredited institution; an institution that is not accredited by an accreditor recognized by the U.S. Department of Education; or a corporation or other entity. See the Approval of Contractual Arrangements for the Delivery of Credit Instruction kb for instructions, form, and approval process.
- Create a Structures Proposal.
- In the "Request Type" field, select "Contractual Instructional Agreement"
- Select the home department. If the home department is within a school/college, select that as the department.
- In the "Title" field enter the "Contractual Agreement: [partner name].
- Upload the proposal based on the specifications listed in the Approval of Contractual Arrangements for the Delivery of Credit Instruction protocol.
- Upload additional approvals documented by memo into the "Supporting Documents."
- Save and start workflow.
- Create a Structures Proposal.
- In the "Request Type" field, select "Change CIP code"
- Select the home department of the plan (this should match the Lumen Programs). It will not automatically populate from Lumen Programs.
- In the "Title" field enter:
- Upload the form (listed above) into the "upload form" field.
- Upload additional approvals documented by memo into the "Supporting Documents."
- Save and start workflow.
- Create a Structures Proposal.
- In the "Request Type" field, select "Add professional school code to a grad certificate"
- Select the home department of the plan (this should match the Lumen Programs). It will not automatically populate from Lumen Programs.
- In the "request details," enter the initial approval information (if approved prior to Lumen Programs).
- example: UAPC December 2012.
- In the Title field enter:
- Upload the form (listed above) into the "upload form" field.
- Save and start workflow.
- Create a Structures Proposal.
- In the "Request Type" field, select "Add a joint degree/additional major at the Graduate level (MMAJ or DMAJ"
- Select the home department of the plan (this should match the Lumen Programs). It will not automatically populate from Lumen Programs.
- In the "request details," enter provide the rationale for the joint degree and the vetting process.
- In the "Title" field enter: [the major] + [MMAJ or DMAJ, depending on which degree is being requested]; example: "Geography MMAJ"
- Upload the "Lumen Structures: Add a Joint Degree / Additional Major at the Graduate Level" form to the "upload form" field.
- Save and start workflow.
- Workflow needs Grad School Admin and UAPC Approver added for approvals.
- Create a Structures Proposal.
- In the "Request Type" field, select "Add a Special Committee Degree Named Option"
- Select the home department of the plan (this should match the Lumen Programs). It will not automatically populate from Lumen Programs.
- In the "Title" field enter:
- Upload the form (listed above) into the "upload form" field.
- Save and start workflow.
- Workflow needs Grad School Admin and UAPC Approver added for approvals.