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Lumen Policy: Promotional Pages and Mid-cycle updates

This document includes the approved ACPRAC policy on Guide promotional pages, when they show up in Guide, and what the protocol is for discontinued items and the subsequent removal of Guide pages.

Clarification of Changes related to Mid-cycle Guide Updates

Adding and Deleting Guide Pages During Mid-cycle Updates

No pages will be deleted from the Guide in either the October or January mid-cycle updates.  If a plan has been discontinued, standard text to indicate that the program is no longer accepting students will be added to the Overview and How to Get in/Admissions tabs by the Office of the Registrar.  

A program page in the Guide may only be removed when the June 1 Guide edition is published.

Pages will be added to the Guide during mid-cycle updates only under specific circumstances; pages that are added in mid-cycle updates will be limited to promotional pages. Information regarding the programs approval state (ie: outstanding approvals by the Board of Regents or HLC) may be required in addition to the approved language for new programs.

New programs (degree/majors, certificates, named options etc.) that are approved at the May or June UAPC meeting that are effective for the immediate next-Fall term will be able to provide non-governed content through the appropriate School/College Guide Coordinator for the October mid-cycle update. Approved Lumen Programs content will be integrated as part of the mid-cycle update.  

New programs (degree/majors, certificates, named options etc.) that are approved at the May or June UAPC meeting but are not effective for the immediate next-Fall term or any program approved during the September UAPC meeting may have a promotional page added to the Guide during the October mid-cycle update. 

New Programs approved at the October, November or December UAPC meeting may have a promotional page added to the Guide during the January mid-cycle update by request only.

New Programs approved at the January, February, March or April UAPC meeting may have a promotional page or a regular Guide page added to the Guide when the June 1st Guide edition is published, depending on the effective start-term for the new program.

A Guide promotional page consists of an Overview tab and a People tab.  The Overview tab has a structured statement indicates when the program starts enrolling students, who to contact for information etc. as well as a paragraph overview about the program.  This information will be supplied by the School/College Guide Coordinator to the Office of the Registrar by the Guide mid-cycle content deadline (see the Lumen calendar for deadlines).

Structural changes (renaming, created or discontinuing a department or school/college, changing the ownership of a program etc.) may only be implemented in the Guide when the June 1st new edition is published. Such changes have a SIS effective date/term of summer.

Updating Courses in Guide

Mid-cycle updates should generally be limited to curricular or requirement changes that impact students in the current term and will adversely impact students by delaying implementation of the change to the next Guide cycle.

The department that owns a program that is impacted by changes to the course catalog (discontinuing courses, changes that involve the subject code and course number or the creation to new courses) is responsible for making updates to that program in Lumen Programs so that the inclusion of specific courses in Requirements, Admissions/How to Get in, Four-Year Plans matches the current course catalog (per term).  Reports will be created that departments and their school/colleges can use to identify where they need to make changes.

ACPRAC approved policy with Visualization of Guide implications chart


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Keywords:Promo Page, Guide page, new program, discontinued program, page removal, mid-cycle courses   Doc ID:88387
Owner:Melissa S.Group:UW Madison Lumen
Created:2018-12-12 11:40 CDTUpdated:2019-09-30 13:26 CDT
Sites:UW Madison Lumen
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