Procedures: Administrative Communication and Implementation for Academic Subjects

The administrative process of implementing subject proposals.

    Once approvals for subjects are beyond the University Academic Planning Council, the following actions/procedures must be done.

    1. DAPIR (Melissa) will add the memo to the proposal in Lumen and advance to the APIR-UW System workflow step.
      • File name: MSN_[Subject][Subject Short Descr][Subject Number]Subject_Provost[New/Change/Discontinue]Memo[YYYYMMDD]
    2. Once in the APIR-UW System workflow step, DAPIR will take the following actions (based on the type of proposal):

    New Subject

    1. Upon notification via Provost’s memo, the CDR liaison will communicate with UW System Admin/OPAR the creation of a new subject requesting the CAC code (copying Melissa).
    2. DAPIR (Melissa) will pdf the email exchange and add to the subject proposal in the Lumen Structures Proposal.
      • File name: MSN_[Subject]Subject_NewRequest[YYYYMMDD]
    3. Upon acknowledgment from UW System Admin/OPAR, DAPIR (Melissa) will PDF the email and add to the proposal in Lumen. This notification can informal or formal.
      • File name: SystemAdmin_[Subject]Subject_NewApproval[YYYYMMDD]
    4. DAPIR (Melissa) advances the proposal to the Registrar step of workflow.
    5. The RO implements and completes the proposal.

    Subject Changes

    1. Upon notification via Provost’s memo, the CDR liaison will communicate with UW System Admin/OPAR the change of the subject (copying Melissa). The change in a subject requires more coordination between DAPIR and the RO because there is a small window of time when changes to the subject table can be made based on CDR Reporting (the table is not effective dated).
    2. DAPIR (Melissa) will pdf the email exchange and add to the subject proposal
      • File name: MSN_[Subject]Subject_Change[Notification/Request][YYYYMMDD]
    3. Upon acknowledgment from UW System Admin/OPAR, DAPIR (Melissa) will PDF the email and add to the proposal. This notification can informal or formal.  If the proposal does not indicate the time window in which the changes can be made, it will be added in the “Request Details” section of the form.
      • File name: SystemAdmin_[Subject]Subject_ChangeAcknowledgement[YYYYMMDD]
    4. DAPIR (Melissa) advances the proposal to the Registrar step of workflow.
    5. The RO implements and completes the proposal.

    Notes

    • Changes to a subject must take effect before the term roll change happens with the schedule of classes.
    • If there are changes to an existing subject, the changes must be done after the CDR reporting is sent in for the semester prior to the effective date of the change.
      • Note: Must be changed after Spring Post-Term CDR has been accepted, but before the Summer Mid-Term CDR is submitted (typically late July/early August)
    • UW System only needs current info, so some information will need to wait to be entered. The CAC Crosswalk pulls in the most recent effective dated row - even if it is future dated.
    • If subject’s owner (Acad Org) changes, SIS security, course catalog, and schedule of classes updates must be completed in addition to the Subject Table changes.
      • Note: SIS Security Tree updates for Summer-effective changes are typically run around May 11th.

    Deactivated/Discontinued Subject

    1. Upon notification via Provost’s memo, the CDR liaison will communicate with UW System Admin/OPAR the discontinuation of the subject and the effective date/term (copying Melissa).
    2. DAPIR (Melissa) will pdf the email exchange and add to the subject proposal.
      • File name: MSN_[Subject]Subject_DiscontinueNotification[YYYYMMDD]
    3. Upon acknowledgment from UW System Admin/OPAR, DAPIR (Melissa) will PDF the email and add to the proposal. This notification can informal or formal.
      • File name: SystemAdmin_[Subject]Subject_DiscontinueAcknowledgement[YYYYMMDD]
    4. DAPIR (Melissa) advances the proposal to the Registrar step of workflow.
    5. The RO implements and completes the proposal.

    Notes

    • If a subject is discontinued, create a new row with the effective date and change the status to inactive.
    • Anything related to reporting will be informed by the effective date in the subject table. Nothing needs to be updated in the CAC Xwalk.


    Keywordssubjects, process, CDR, OPAR, CAC   Doc ID106069
    OwnerMelissa S.GroupLumen and Guide
    Created2020-09-22 14:34:25Updated2024-06-07 15:57:53
    SitesLumen and Guide
    Feedback  0   0