Topics Map > Lumen Structures
Lumen Structures: How to Submit Department or Department-Like Unit Proposals
- Policy
- Academic planning help
- Form instructions
- Workflow steps
Policy
Departments and Department-Like Academic Units
Policy Number
UW-1047Responsible Office
Data, Academic Planning & Institutional ResearchType
University PolicyRationale/Purpose
This policy specifies the criteria the University Academic Planning Council utilizes in the establishment, reorganization, or discontinuation of academic units.
Policy
The University Academic Planning Council uses the following criteria, which includes definitions, privileges and responsibilities, when considering proposals for the establishment, reorganization, or discontinuation of academic units.
| Criteria for Academic Units | Department | Department-Like Unit with Tenure | Department-Like Unit without Tenure |
|---|---|---|---|
| Common Use |
Serves as a tenure home. Supports the scholarly work of faculty. Houses academic programs and subjects (courses) for enrolling students. Supports the research/scholarship and outreach/public service missions of the university. Maintains sufficient number of faculty and infrastructure to support faculty mentoring and development. |
Exists as an academic unit at a level equivalent to a department (not a subdepartment). May serve as a tenure home; assignment of faculty to the unit as a tenure home requires University Committee approval. Houses academic programs and subjects (courses) for enrolling students. Supports the research/scholarship and outreach missions of the university. Maintains adequate governance structures to support participating faculty and staff, and enrolled students. |
Exists as an academic unit at a level equivalent to a department (not a subdepartment). Does NOT serve as a tenure home. Houses academic programs subjects (courses) for enrolling students. Supports the research/scholarship and outreach/public service missions of the university. Maintains adequate governance structures to support participating faculty and staff, and enrolled students. |
| Faculty Tenure Home | Yes |
Yes University Committee approves the assignment of any faculty member to this kind of unit as a tenure home. |
No |
| Approval Path | School/College > University Academic Planning Council > (University Committee) > Faculty Senate (reading only) | School/College > University Academic Planning Council > (University Committee) > Faculty Senate (reading only) |
School/College > University Academic Planning Council Follows same path as academic program or subject |
| Faculty Leadership; selected per UW-805 | Chair (appointed as chair in Human Resources System with tenure in the department) or Academic Program Director with tenure or joint executive appointment in the department. | Academic Program Director, including those with 0% appointment, with tenure home or joint executive appointment in the academic unit. | Academic Program Director, including those with 0% appointment, with joint executive appointment in the academic unit. |
| Governance and Faculty Oversight | Executive Committee comprised of tenured faculty and joint executive appointees (UW-805) | Faculty with joint executive appointments and Academic Staff (Category B Instructional) as defined by the unit’s governance documents approved by the University Academic Planning Council and the University Committee, and consistent with UW-805, as applicable. | Faculty with joint executive appointments and Academic Staff (Category B Instructional) as defined by the unit’s governance documents approved by the University Academic Planning Council and the University Committee, and consistent with UW-805, as applicable. |
| Tenured faculty may have joint executive appointments (UW-805) | Yes | Yes | Yes |
| Faculty and academic staff may have joint department appointments (UW-805) | Yes | Yes | Yes |
| Faculty and academic staff may have affiliate appointments (UW-805) | Yes | Yes | Yes |
| Research mission | Expected | Expected | Dependent on mission |
| Outreach/public service mission | Expected | Expected | Dependent on mission |
| Teaching/ instructional mission | Expected | Expected | Expected |
| Home for academic degree/major or certificate programs | Allowed | Allowed | Allowed |
| Home for Subjects (courses) | Allowed | Allowed | Allowed |
| Responsible to maintain necessary records required by the university in regard to teaching, research, and public service | Yes | Yes | Yes |
| Follows requirements set by school/college, university or external agencies with respect to teaching, research and public service | Yes | Yes | Yes |
| Name Format |
Department of . . . School/College of . . . |
Center of/for . . . . . . Program “Department” is not used. |
Center of/for . . . . . . Program “Department” is not used. |
| Identified by Department ID – UDDS | Yes | Yes | Yes |
Related UW–Madison Documents, Web Pages, or Other Resources
External References
Approval Authority
Provost and Vice Chancellor for Academic AffairsPolicy Manager
Vice Provost for Data, Academic Planning & Institutional ResearchContact
Associate Vice Provost for Academic Planning -- Michelle Young, MEYOUNG@WISC.EDU, (608) 262-2143Effective Date
08-30-2019Source: View policy UW-1047 in the UW-Madison Policy Library
Academic planning help
Departmental changes only occur for a future-dated effective summer term, which coincides with the start of the fiscal year. DAPIR assigns the effective date once approved through Governance.
For additional resources, consult:
- DAPIR's Academic Planning page for department proposals
- Procedures: Departments and Department-Like Academic Units
Form instructions
New Department
| Field in the form | Action |
|---|---|
| Request type | Select "New Department" |
| Home department | Select the School/College who will own department. |
| School/College | This defaults to the School/College the department is housed in. This is not editable. |
| Title | Consult the policy for the appropriate name. e.x. Department of [name]; Center of [name] |
| Request details |
Provide a justification of the need and demonstrate/explain how the unit can support the expectations of a department as defined by the policy and Faculty Policies and Procedures Chapter 5. Document approvals in this section. |
| Upload form | Upload a proposal as explained in FP&P Chapter 5; there is no official form to fill out. |
| Supporting documents | Include any supporting documentation in this field. |
Note: If the intention is to establish a new academic/curricular subject listing as part of the new department, the department must be established first and then a subsequent proposal can be submitted to establish the subject listing.
Change a Department
| Field in the form | Action |
|---|---|
| Request type | Select "Change Department" |
| Home department | Select the School/College who owns the department. If the department is moving to another school or college, select the current school/college and contact DAPIR. |
| School/College | This defaults to the School/College the department is housed in. This is not editable. |
| Title | Consult the policy for the appropriate name. e.x. Department of [name]; Center of [name] |
| Request details |
Provide a justification of the need and demonstrate/explain how the unit can support the expectations of a department as defined by the policy and Faculty Policies and Procedures Chapter 5. Document approvals in this section. |
| Upload form | Upload a proposal as explained in FP&P Chapter 5; there is no official form to fill out. |
| Supporting documents | Include any supporting documentation in this field. |
Workflow
If moving a department from one school or college to another, consult Data, Academic Planning & Institutional Research (lumen@provost.wisc.edu) to add the appropriate steps in workflow once submitted.
"Merging" Departments
If two or more departments want to merge into a single entity, there are two ways to accomplish this:
- Select a department that will continue with their current academic org code (UDDS). Revise the department name. Discontinue the other department(s).
- Create a new department and discontinue the old department(s).
Discontinue a Department
A department owning any subjects or programs must move everything before Governance will review/consider approval of the discontinuation proposal.
| Field in the form | Action |
|---|---|
| Request type | Select "New Department" |
| Home department | Select the School/College who will own department. |
| School/College | This defaults to the School/College the department is housed in. This is not editable. |
| Title | Consult the policy for the appropriate name. e.x. Department of [name]; Center of [name] |
| Request details |
Provide a justification of the need and demonstrate/explain how the unit can support the expectations of a department as defined by the policy and Faculty Policies and Procedures Chapter 5. Document approvals in this section. |
| Upload form | Upload a proposal as explained in FP&P Chapter 5; there is no official form to fill out. |
| Supporting documents | Include any supporting documentation in this field. |
Workflow Steps
- Department(s) (default)
- School/College(s) (default)
- DAPIR Admin (default)
- UAPC Approver
- DAPIR-Hold (Faculty Senate, if applicable)
- DAPIR-UW System (OPAR)
- Registrar
Process change related to ATP
- Proposal advances through workflow like normal.
- DAPIR works with Business Services (new depts only) to define the CCHL7 and dept name for Workday (process/workflow not defined yet). The memo cannot sent until Business Services creates the pieces in Workday. The timing on this is sometime between when DAPIR receive the proposal and Faculty Senate review. The Secretary of the Faculty does not have concerns about this work happening prior to the read at Faculty Senate.
- DAPIR sends the University Academic Planning Council memo after Business Services creates the CCHL7 in Workday and the Faculty Senate has read the action regarding the department.
Memo fields
Preflip (July)
| Fields in SIS/memos | Values |
|---|---|
| Institution | UWMSN |
| Campus | MAIN |
| Acad Org |
The key identifier of a department. The code is always a letter followed by for numbers (example: C0200).
|
| Effective Date | The effective date is always be a summer term to align with the start of a fiscal year. |
| Status |
The current state of the academic org.
|
| Descr | The name of the department. Limit 30 characters. |
| Short Descr | The UDDS of the department. The code always starts with A followed by 4 numbers (example: A9389). Limit 10 characters. |
| Formal Descr | The code used for workflow roles in Lumen. Once assigned this cannot change. |
| CAF values | See below for the available CAF fields and values. |
Postflip (July)
| Fields in SIS/memos | Values |
|---|---|
| Institution | UWMSN |
| Campus | MAIN |
| Acad Org |
The key identifier of a department. The code is always a letter followed by for numbers. (example: C0200)
|
| Effective Date | The effective date is always be a summer term to align with the start of a fiscal year. |
| Status |
The current state of the academic org.
|
| Descr | The name of the department. Limit 30 characters. |
| Short Descr | The code used for workflow roles in Lumen. Once assigned this cannot change. |
| Formal Descr | The full name of the department. Limit 50 characters. |
| CAF values | See below for the available CAF fields and values. |
Acad Org CAF table values
| Shortened Output field name | Distinct field long name in SIS | How to determine value |
|---|---|---|
| AOCAF_DeptType | U_CU_ACST_DEPT_TYP - AcadOrgTbl_CAF_DeptType | See the policy for the definitions. Assign one of these three values:
|
| AOCAF_Recogniti | U_CU_ACST_RECOGNIT - AcadOrgTbl_CAF_AcdOrgRecocniti |
Whether the department serves as a tenure home for faculty.
|
| AODiscDiv | U_CU_ACST_DISC_DIV - Acad Org Disc Div |
The discipline of the org. Determined in part by the faculty's expertise and the placement within the academic structure. Can only be one of the four:
|
| AONSFDept | U_CU_ACST_NSF_DEPT - Acad Org NSF Dept | Soon to be discontinued. Do not assign. |
| AOSchColl | U_CU_ACST_SCHL_COL - Acad Org Sch College |
This is the school or college that owns the department. The value is three uppercase letters from the active school/college list.
|
| AOCCHL7 | U_CU_ACST_CCHL7 | FDM Loader based on Worday and Business Services. This will always be "CHL######". The codes are not sequential. Google Sheet with CCHL7 |
Other tidbids
- SIS will have a crosswalk for the Acad Group and Acad Org. It includes:
- The full name of the school/college
- The UDD/UDDS
- CCHL5 (Group)
- CCHL7 (Org/Dept)
- New departments will not have a UDDS code; they will only have CCHL7.
- The change with Acad Orgs will happen twice (once in Feb, finalized in July). The Formal Descr will become the Short Descr in July.
- Workday includes an attribute for academic departments.
- The change in workflow names (Lumen) will not happen until July when the form is offline and we can manually adjust the workflow. the Formal Descr (pre-July move) in SIS is the Lumen Workflow role name.
- The CCHL7 will not be entered manually in SIS. This will use FDM loader to attach the CAF value to the AcadOrg table in SIS. It must be created in Worday before this can be attached to the AcadOrg record.