Course Proposal: Approval Workflow

Steps in the Approval Workflow 
In the diagram below, steps that are required of all proposals are in red boxes.
Additional steps are included if the proposal is cross-listed (green) or has certain course attributes (purple).
The proposal does not move to the next step of the workflow until the previous step is completed.
An email is sent to every person listed in the approver role for each step. 

- If an individual is listed as an approver for more than one subject and more than one of these subjects is cross-listed on the proposal, when they approve the proposal is approved for all subjects they are associated with.

- The approver role for subjects that are listed in the response to the question "What subjects (if any) might be interested in this course?" will be sent an email when the proposal is submitted to workflow. This is a notification only; not an approval step. However if an interested subject owner has a question or concern about the proposal they may enter a comment and it is expected that their issues will be addressed before the proposal moves on to the next approval step.

- A proposer has six (6) months to complete the proposal form and submit it to workflow. A proposal must be fully approved within one year (12 months) of being submitted to workflow. See the course proposal expiration policy.

- Proposals that are reviewed and not approved at any step may be rolled back to a previous step for revision.

For any course proposal that has been submitted to workflow by the proposer, the progress of the proposal through workflow steps can be tracked using the workflow list on the right side of the proposal. Clicking on the workflow step opens an email message populated with the email addresses of those who are in the approver role.

 workflow list  workflow email

Types of Workflow Roles 
Those authorized by the department chair or program director may be added to an approver role using this form. 

Subject Approver = The chair of the department that owns the subject listing and anyone designated by the chair to approve proposals. If subject is on the proposal as a crosslist partner the role will be listed under the heading CrosslistedSubjs Additional information about the responsibilities of subject (department) approvers.

School/College Approver = The dean/director of the school, college, institute, or division and anyone designated by the dean or director to approve proposals. If the school/college/division is on the proposal as a cross-list partner the role will be listed under the heading CrosslistedCols. Additional information about the responsibilities of school/college/division approvers.

UCC Approver = Once all other approval steps have been completed the proposal is sent to the University Curriculum Committee for review. Additional information about the responsibilities and significance of University Curriculum Committee approval.

UCC Agenda = Proposals that are ready for UCC review and have been added to the agenda for the next UCC meeting will be listed here. The UCC Approver and UCC Agenda steps function as one approval step.
PeopleSoft = Once the University Curriculum Committee has approved a proposal it is sent to the Office of the Registrar for entry in the course catalog.

Roles Associated with Conditional Steps
L&S College Approver = the dean of the College of L&S and anyone designated by the dean to approve proposals. This single role is used both for courses where the department is part of L&S and where the proposal requests LAS, Breadth or Level course attributes.

COM A Approver = If "Communications Part A" is the response selected in the General Education field, the person(s) in this role review the proposal to determine whether it meets the criteria of this attribute.

COM B Approver = If "Communications Part B" or "Section Level Communications Part B" is the response selected in the General Education field, the person(s) in this role review the proposal to determine whether it meets the criteria of this attribute.

QR-A Approver = If "Quantitative Reasoning Part A" is the response selected in the General Education field, the person(s) in this role review the proposal to determine whether it meets the criteria of this attribute.

QR-B Approver = If "Quantitative Reasoning Part A" is the response selected in the General Education field, the person(s) in this role review the proposal to determine whether it meets the criteria of this attribute.

Ethnic Studies Approver = If the question "Should this course be considered for the Ethnic Studies ... " is answered affirmatively the person(s) in this role review the proposal to determine whether it meets the criteria of this attribute.

 Cross-listed courses
The CrosslistSubjs and CrosslistCols steps are used when the course is cross-listed. They do not work the same as Subject Approver and the School/College Approver steps.
  • The subjects (or school/colleges) will get the email notification telling them there is a proposal to be reviewed and approved. The email will have a link to the proposal itself and the proposal will not appear on the console page that lists all proposals for that subject listing. These proposals can only be approved through the proposal page, not the subject (or college) approver queue or the CrosslistedSubjs or Crosslisted Cols queue.
  • Subjects and school/colleges listed in these roles may enter comments but may not rollback a proposal. 
  • All cross-listed subjects (or school/colleges) will be listed under this step and must approve before the proposal will move to the next step in workflow. 
  • The individual subject (or school/college) roles listed under the step will appear in gray text until approval has been entered and then the text will turn green. The approval path will not record which user in the role approved the proposal.
  • After the last subject (or school/college) has entered approval, a system process advances the proposal to the next step. If there is no specific subject and school/college/division listed (i.e. there are no cross-list partners) then these steps (while they appear in the workflow list) are automatically skipped. 
Notification of Programs Using a Course with an Active Change Proposal 
The Lumen Course Proposal System is now able to access data from the Lumen Program Proposal System. If a course proposal is submitted for a course that is specifically included in the curricular requirements of a program in Lumen Programs, those listed in the Dept. Approver role for that program will receive an FYI email letting them know that there is a course change proposal in progress for the course.  This is only an FYI.  If the department reviews the course change proposal and has any questions or concerns they must contact the proposer of the course change. If it is determined that the change to the course necessitates a change to the program requirements, they must initiate a program change proposal.

Email Notifications 
Those listed in an approver or notify role will receive an email notification when the proposal reaches the relevant step in the approval process. This is the ONLY email that is sent until the proposal is fully approved and entered in the SIS course catalog. At that time an email notification is sent indicating the the proposal is complete and entered in SIS. This system does NOT send email notifications when a comment has been added. If a proposal needs to be edited the rollback function must be used. Rolling back a proposal includes a comment describing the needed edit and the proposal is sent back to the step indicated in the rollback action, is edited and resent (generating a new email notification requesting approval) to the next step in workflow.

Users can click the link in the email notification to access the approval console page for that role (if they are in an approver role and not a cross-list partner). Note: The approval console page loads rather slowly, please be patient!  You must select the relevant approver role from the Your Role: drop down box at the top middle right of the page.

Who to Contact with Questions  
Each school, college or division has a point person who can respond to questions about specific proposals and can provide information about the review and approval process in their units.

Education (contact Maddie Sychta)
Engineering (contact Sara Hagen)
Environmental Studies (contact Tara Mohan)
Human Ecology (contact Jonathan Henkel)
Law School (contact Amy Arntsen)
Letters and Science (contact Kimbrin Cornelius)
Medicine and Public Health(Contact Diana Wheeler for courses intended for Genetic Counselor Studies, MD, MPH, Physician Assistant, and Physical Therapy students. Contact Andrea Poehling for courses intended for undergraduates and for graduate students in all other programs.)
Nursing (contact Katie Bleier)
Pharmacy (contact Emily Tarter)
Veterinary Medicine (contact Peggy Schmidt)

Technical problems with the course proposal system can be sent to

See Also:

Keywords:workflow   Doc ID:78280
Owner:Melissa S.Group: Lumen and Guide
Created:2017-11-15 17:32 CDTUpdated:2020-12-21 10:57 CDT
Sites: Lumen and Guide
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