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Lumen: Date Fields in Programs, Courses, and Structures

This document is designed to provide more detail to complete the date fields within Lumen proposals. Note: proposers should utilize the narrative form fields (e.g., “Proposal Abstract/Summary” and “If this proposal is approved, describe the implementation plan and timeline”) to clearly explain what the program would like to happen when. This context is especially important when plan/parent and subplan/options are moving through the proposal process together. It also assists staff in Data, Academic Planning and Institutional Research (DAPIR) verify the information provided in the data fields accurately reflect the program’s true intentions.

Lumen Programs

Proposal Information 

If approved, what term should the proposed change start?

Typically, this should be a fall term to coincide with the start of a new academic year. If programs need mid-cycle updates, they may select one of those terms for the preferred effective date in Student Information System (SIS)/Degree Audit Reporting System (DARS). Mid-cycle updates must be reviewed/approved in time for mid-cycle publication.

Notes for consideration:
  • The proposal cannot take effect for the current term. The soonest a proposal may go into effect is the next term which has not yet started.
  • Proposals that take effect in summer are atypical. If they are effective summer, they must be in workflow and ready for publication for the January mid-cycle update (existing programs), or approved at the April UAPC (a new program). Consult DAPIR for summer proposals.
  • Guide publications are future effective dated:
    • Fall publishes in June,
    • Spring publishes in October, and
    • Summer publishes in January.
  • Selecting a date in this field will not guarantee the changes will take effect in that term. DAPIR selects the final term in relation to publication dates and utilizes the "For Administrative Use" section of the form for official effective dates.

Suspension and Discontinuation

What is the date by which you will submit a plan to resolve the suspended status, if approved?

Enter a specific date or a month/year by which you agree to resolve the suspended status either to reactivate or deactivate. The date must be within three years of the proposal to suspend. 

Note:
  • Only available on suspend proposals.

What is the last term that a student could declare this program?

Select the last term you will allow students to declare a program (fall, spring or summer with the year). Consider how long the courses required to complete the program will be offered. The term selected will be used for populating the standard suspend text in Guide.

What is the last term that students may be enrolled in or complete the program?

Select the last term that you will allow students to complete the program. This should be a summer term to coincide with the end of the academic year, although with adequate rationale this could be a spring term. This field determines when the program officially it turned off (inactive in SIS) and when it will no longer appear in Guide.

Basic Information

First term of student enrollment

Select the term when students will first enroll in the program (when they will start classes). Typically, this will be a fall term. In limited situations, this could be a summer term.

Note:
  • Only available on new program or program reactivation proposals.

When will the application for the first term of enrollment open?

Select the first term when you will allow applicants to submit their applications. This is typically one year before students will first enroll and take classes. The response to this field will dictate when the program first appears in the graduate application for admission. 

For example: If the response to the prior question about the first term of student enrollment is “Fall 2022,” typically the response to this application opening question is “Fall 2021.”

Note:
  • Only available on new graduate/professional degree/major, named option, and capstone certificate proposals.

Year of three-year check-in to GFEC (3 years after first student enrollment):

This field automatically populates based on the information provided for the first term of student enrollment. The calculation allows for three full academic years of the new program offering with the analysis/check-in scheduled for the end of the fourth academic year.

For example, if the program opens for enrollment Fall 2020, it is offered academic years 2020-21, 2021-22, and 2022-23. The check-in is scheduled for the end of the fourth year (2023-24), so 2024 is the auto-populated year for this field. 

Note:

Year of first program review (5 years after first student enrollment):

This field automatically populates based on the information provided for the first term of student enrollment. The calculation allows for five full academic years of the new program offering with the analysis/review scheduled for the end of the sixth academic year. The program review year can be overwritten by a DAPIR Academic Planners in consultation with the Graduate School if there is a mutually agreeable alternative year for review.

For example, if the program opens for enrollment Fall 2020, it is offered academic years 2020-21, 2021-22, 2022-23, 2023-24, 2024-25. The check-in is scheduled for the end of the sixth year (2025-26), so 2026 is the auto-populated year for this field.

Note:

Approvals

Approvers should enter relevant approval dates in the “Enter any notes about approval here,” field. This typically is a meeting date, for example, the program was approved at the 15 May 2020 Academic Planning Council meeting. For the “Date entered” field, approvers should enter the date the approval information was entered into the Lumen form. 

For Administrative Use (Completed by DAPIR)

SIS Effective date:

This is the effective date used in SIS noting when a new program and/or changes to an existing program will go into effect. For new programs, the effective date is the same as the first semester for which students will apply. The effective date for changes cannot be an active or past term. Identify the term based on these fields:

  • If approved, what term should the proposed change start?
  • What is the last term that a student could declare this program?
  • What is the last term that students may be enrolled in or complete the program?
  • When will the application for the first term of enrollment open?
  • First term of student enrollment
  • (not a question on the form) When a proposal is suspend or suspend/discontinue, the effective date is the term the proposal was approved through governance.
Note:
  • The date in this field is the date the Office of the Registrar uses as the SIS Effective Date. This SIS Effective Date is a key field in the SIS database as it allows the university to maintain an accurate history of information in SIS. Effective dating allows the university to store historical data, see changes in the data over time, and enter future data. 

Effective Guide Edition:

Select the catalog year which the changes should be published in Guide. Mid-cycle proposals should be the current catalog/academic year. Regular proposals should be the next catalog/academic year.

Effective Guide term:

The term selected corresponds to Guide publish cycles (new and mid-cycle updates). The information provided in this field matches the first Guide edition in which the new program and/or changes to an existing program will publish in Guide. 

Tuition Start term:

This administrative field will be completed by the Academic Planners in DAPIR. For programs that exited prior to Lumen Programs and have not had tuition adjustments since, will have "migration" as their tuition date. If there has been an adjustment of tuition, this field articulates the term in which that tuition charge starts.

  • For new programs, the tuition start term will always coincide with the SIS effective date (although no students will be in it).
  • For a plan adding subplans where the tuition moves from parent to child, the change in the plan's tuition will coincide with the first term of student enrollment in the subplan(s). Additionally, this change should also instigate any CAF values associated to tuition that coincide with the same date in SIS.
  • For plans removing subplans where the tuition moves from child to the parent, the change in the plan's tuition will coincide with the first term of student enrollment in the plan (even if there are students still in the subplans). Any CAF values associated with the tuition must align with the current status of the plan/subplan. For example, if a plan has subplans with students declared and the teach-out allows for enrollment in the plan and subplan at the same time (graduate example), the plan's tuition CAF would be NPO until the subplans are slated to be inactivated. At that time, the parent CAF related to tuition will match only the plan.
  • It is unprecedented that a plan with subplans that are revenue generating would move to only having enrollment at the plan and continue being a service based pricing program.

Lumen Courses

First Available Term:

This field indicates the first semester the new or revised course will be available. Select the next available term in the drop-down, or if a specific term if there is a reason to select that over the next available. If the term selected is further out, include a rationale why the term selected is appropriate.

Notes for consideration:

  • The availability of terms/options is dictated by the publication deadlines for the Schedule of Classes.
  • New courses will not be published to or available in Guide until the term indicated in this field. Select the fall term, even if the course won't be offered until spring, so the course will show up in Guide/programs for the new academic year.
  • Discontinued courses must be effective for the current term. Any deactivation proposals will be rolled back to the school/college if they are future effective dated.

Lumen Structures

Approval Date:

While field entry is not restricted to administrators, Academic Planners in DAPIR will complete this field indicating when governance action was taken to approve the proposal.

SIS Effective Date: 

If a SIS update is needed as a part of the proposal, this is the date that will be used in SIS.

Effective Guide Edition:

The information provided in this field matches the first Guide edition in which the new program and/or changes to an existing program will publish in Guide. Not Applicable (N/A) is also an option as not all actions taken in Lumen Structures are included in Guide.

Lumen Exams

First Available Term:

Options here are combinations of terms (i.e., fall, spring, summer) and years (e.g., 2020) followed by the SIS four-digit term code. This is the first term the exam will be available to students.

How to documentation for each field



KeywordsEffective Date, dates, date field   Doc ID88614
OwnerMelissa S.Group Lumen and Guide
Created2018-12-20 11:13:23Updated2024-03-19 09:53:08
Sites Lumen and Guide
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