Lumen Structures: Forms and Actions

The Lumen Structures form is for items that require governance approval that fall outside the scope of the Lumen Programs form. These items will have their own process and form, but are submitted through Lumen Structures the same way. See each section for instructions on how to fill out the form, plus the steps that need to be followed for each type of approval.

As a general note, proposers should be in contact with their school/college academic planners and APIR early in the process of developing items submitted through Lumen Structures.

Workflow: The standard workflow associated with all Lumen Structures proposals is: Department -> School/College -> APIR. At the APIR step, additional steps may be added (vested interest, DARS, Graduate School, Registrar's Office) if there are additional parties that need to approve or participate in the completion of the proposal.

Edit School/College Requirements 

Shared content in Guide that requires any level of governance approval will need to be recorded through the Lumen Structures Proposal form. This will include the undergraduate school/college requirements and any other shared content that exists on a governed content controlled tab in Guide. Changes will need to be done either through a track changes document (preferred, see example) OR a marked up copy of the existing content (see example). Do not create a new form for each block of shared content. All shared content will be edited by the Office of the Registrar around the time of the publication.
  1. Whenever a change is needed, look for the appropriate school/college/division and click the "Edit Program" button. 
  2. In the "Request Details" field, enter the shared content name for the item that is being updated. If changes to multiple shared content blocks is needed, add them all to a single change proposal. See page titles below.* If there are multiple items on the same proposal, name the document as the title of the shared content page. Enter the term in which the changes should take effect.
  3. Attach the track changes document.
  4. Save and Start Workflow.
See shared content pages in the Guide shared content list.

Notice of Intent 

Notice of Intent (NOI) is the first step in the planning/approval process for a new degree/major. The NOI is a short proposal with highlights of key features of the program being proposed. Before starting the new degree/major proposal process it is best to review the overall process for proposing and planning a new degree/major program. Specifically, review the instructions and template for the Notice of Intent. Prepare a draft of the Notice of Intent following the template instructions. Those preparing documentation should have their  school/college dean’s office contact and APIR contact review the draft NOI. When the NOI is in a final form, as determined by consultation with APIR, the NOI document should be entered into Lumen Structures. Logging into Lumen Structures requires a UW-Madison Net-ID and password and Multi-factor Authentication (MFA). Please include any governance approvals in the "Request Details" box; a good example: Gender & Women's Studies PHD.

Follow these instructions once you are logged in: 
  1. Click "Create a Structures Proposal"
  2. In the "Request Type" select "Notice of Intent (new degree/major)"
  3. Choose the department that will be the owner of the new degree major. This question determines the workflow.
  4. In the title field enter: [Degree][space]-[space][Degree Name] Example: "BABS - Data Science" or "MS - Applied Biotechnology"
  5. In the “Request Details” box, provide a summary of the kind of proposal you are entering, the name, and any key information for reviewers to see up front.
  6. Upload the NOI document into the "Upload Form" field. Upload both a pdf version for use with UAPC and an MS-Word version to be edited for circulation to the UW provosts.
  7. If you are partially finished, click the “Save Changes” box at the bottom and continue later. You can keep making changes or have other people review your work.
  8. When you are finished and ready to submit, click the “Save and Start Workflow” button.

As for all academic program proposals, the NOI must be approved by the home department, school/college, GFEC for graduate programs, and UAPC for all programs.  For NOIs, APIR subsequently handles the required circulation to other UW provosts and System approval. For an overview of approval steps see: UW-Madison Academic Program Approval Overview.

Once APIR receives approval from UW-System, the approval documentation will be added to the Lumen Structures Proposal. The proposal will then be completed and an email will automatically generate to the original proposer indicating the completion of the NOI proposal (Lumen Structures) and that the approvals are ready to be added to the Lumen Program proposal. The NOI document and the UW System Approval Memo will need to be uploaded Lumen Programs by the proposer from the department/school/college. The full Lumen Programs proposal can be started before NOI approval is completed.

Updated: 07/03/2019

New Department 

When establishing a new department, consult APIR's website for instructions and the form required for uploading into Lumen Structures. See The Departments and Department-like Academic Units Definition, Privileges, Responsibilities, and Process for Approvals Knowledge Base for help. To see the approval process, see the UW-Madison Academic Program Approval Overview. New departments go into effect based on fiscal years (summer term).
  1. Create a proposal including all elements found in the approved Guidelines for Departments or Department-like Units. The approval steps follow FPP Ch.5.02.C.
  2. Click "Create a Structures Proposal"
  3. In the "Request Type" select "New Department"
  4. In the "Home Department" select the School or College that department will reside within.
  5. In the "Title field" enter the department name.
  6. Upload the proposal in the "Upload Form" field.
  7. Upload all governance approval documents (memos) in the Supporting Documents.
  8. Save and Start Workflow.

Change a Department 

When changing department, consult APIR's website for instructions and the form required for uploading into Lumen Structures. See The Departments and Department-like Academic Units Definition, Privileges, Responsibilities, and Process for Approvals Knowledge Base for help. Also when changing a department, the Department ID codes also need to be updated. Include in the proposal a department action request form to initiate changes in Business Services. See their website for the most up to date form. To see the approval process, see the UW-Madison Academic Program Approval Overview. Department changes go into effect based on fiscal years (summer term).
  1. Create a proposal including all elements found in the approved Guidelines for Departments or Department-like Units. The approval steps follow FPP Ch.5.02.C.
  2. Click "Create a Structures Proposal"
  3. In the "Request Type" select "Change Department"
  4. In the "Home Department" select the current department name.
  5. In the "Title field" enter the current department name.
  6. Upload the proposal and the Department ID code form in the "Upload Form" field.
  7. Upload all governance approval documents (memos) in the Supporting Documents.
  8. Save and Start Workflow.

Discontinue a Department  

When discontinuing a department, all items housed within the department must either be moved to a new academic home, or discontinued. An approval memo from the school/college should address any plans, sub-plans, subjects, and/or faculty. See The Departments and Department-like Academic Units Definition, Privileges, Responsibilities, and Process for Approvals Knowledge Base for help. To see the approval process, see the UW-Madison Academic Program Approval Overview. 
Departments discontinuations go into effect based on fiscal years (summer term).

  1. Create a proposal including all elements found in the approved Guidelines for Departments or Department-like Units. The approval steps follow FPP Ch.5.02.C.
  2. Click "Create a Structures Proposal"
  3. In the "Request Type" select "Discontinue Department"
  4. In the "Home Department" select the current department name.
  5. In the "Title field" enter the current department name.
  6. Upload the proposal/memo in the "Upload Form" field.
  7. Upload all governance approval documents (memos) in the Supporting Documents.
  8. Save and Start Workflow.

New Subject 

The process for approval of new Subject listing depends on the circumstances of implementation.  For more information about the policies, guidelines, and process see the Guidelines for Establishing, Renaming, Reorganizing, or Discontinuing Subject Listings for assistance. To see the approval process, see the UW-Madison Academic Program Approval Overview. Generally, new subjects are in effect for a fall term.
  1. Create a Structures Proposal.
  2. In the "Request Type" field, select "New Subject"
  3. Select the home department. Contact APIR if the department is also new.
  4. In the "Title" field enter the full subject name.
    1. Example: Applied Biotechnology
  5. Upload the form (listed above) into the "upload form" field.
  6. Upload additional approvals documented by memo into the "Supporting Documents."
  7. Save and start workflow.

Change a Subject 

When changing a subject, there are limited items that can be edited through Lumen Structures. The subject number and subject short description cannot be changed. If a department seeks to move a subject to another department, they can through Lumen Structures. If the subject is changing it's name, the long description can also be changed through Lumen Structures. If departments are consolidating subjects, they would need to contact APIR, as that is a substantial change and will require more coordination than filling out a form. To change the subject long description or moving departments, fill out this form. See the Guidelines for Establishing, Renaming, Reorganizing, or Discontinuing Subject Listings for additional assistance. To see the approval process, see the UW-Madison Academic Program Approval Overview. Subjects can only be changed effective a summer term. The process is as follows:
  1. Create a Structures Proposal.
  2. In the "Request Type" field, select "Change a Subject"
  3. Select the home department.
  4. In the "Title" field enter the current subject: [subject short description][space]-[space][subject long description][space](subject number)
    1. Example: ABT - Applied Biotechnology (160)
  5. Upload the form (listed above) into the "upload form" field.
  6. Upload additional approvals documented by memo into the "Supporting Documents."
  7. Save and start workflow.
  8. Once approved, the changes will be implemented in SIS for the next available summer term.
  9. The UW-System Crosswalk tables (SIS) need to be updated in tandem with the CDR reporting schedule.

Discontinue a Subject 

When discontinuing a subject, faculty need to review all courses within that subject listing. All courses will either need to be discontinued or moved to a new subject prior to the discontinuation of the subject. If courses are cross-listed, unit's participating in the cross-list should be given the opportunity to adopt the courses. See the Guidelines for Establishing, Renaming, Reorganizing, or Discontinuing Subject Listings for assistance.
  1. Create a Structures Proposal.
  2. In the "Request Type" field, select "Discontinue a Subject"
  3. Select the home department.
  4. In the "Title" field enter: [subject short description][space]-[space][subject long description][space](subject number)
    1. Example: ABT - Applied Biotechnology (160)
  5. Upload the form (listed above) into the "upload form" field.
  6. Upload additional approvals documented by memo into the "Supporting Documents."
  7. Save and start workflow.
  8. Once approved, the changes will be implemented in SIS for the next available summer term (factoring the discontinuing or re-homing courses timeline).

New Center or Institute  

Official approval of centers is required because centers represent UW-Madison to the external community. The approval process involves peer review to assure that the center activity meets a defined academic need unmet by other structures, that faculty with an interest in the center activity have an opportunity to comment, and that the resource needs of and resource contributions to the center from various campus units are evaluated and vetted by appropriate governance bodies. See APIR's website for more information on Centers and Institutes and the policy on Establishing, Evaluating, and Changing Centers, Institutes and Center-like Units.
  1. Create a Structures Proposal.
  2. In the "Request Type" field, select "New Center or Institute"
  3. Select the home department. If the home department is within a school/college, select that as the department.
  4. In the "Title" field enter the proposed Center or Institute name.
  5. Upload the proposal based on the specifications listed in the Establishing, Evaluating, and Changing Centers, Institutes and Center-like Units policy.
  6. Upload additional approvals documented by memo into the "Supporting Documents."
  7. Save and start workflow.

Change a Center or Institute  

Official approval of centers is required because centers represent UW-Madison to the external community. The approval process involves peer review to assure that the center activity meets a defined academic need unmet by other structures, that faculty with an interest in the center activity have an opportunity to comment, and that the resource needs of and resource contributions to the center from various campus units are evaluated and vetted by appropriate governance bodies. See APIR's website for more information on Centers and Institutes and the policy on Establishing, Evaluating, and Changing Centers, Institutes and Center-like Units.
  1. Create a Structures Proposal.
  2. In the "Request Type" field, select "Change Center or Institute"
  3. Select the home department. If the school/college is the department, select the school/college as the department.
  4. In the "Title" field enter the Center or Institute's current name.
  5. Upload the proposal based on the specifications listed in the Establishing, Evaluating, and Changing Centers, Institutes and Center-like Units policy.
  6. Upload additional approvals documented by memo into the "Supporting Documents."
  7. Save and start workflow.

Discontinue a Center or Institute  

Official approval of centers is required because centers represent UW-Madison to the external community. The approval process involves peer review to assure that the center activity meets a defined academic need unmet by other structures, that faculty with an interest in the center activity have an opportunity to comment, and that the resource needs of and resource contributions to the center from various campus units are evaluated and vetted by appropriate governance bodies. See APIR's website for more information on Centers and Institutes and the policy on Establishing, Evaluating, and Changing Centers, Institutes and Center-like Units.
  1. Create a Structures Proposal.
  2. In the "Request Type" field, select "Discontinue Center or Institute"
  3. Select the home department. If the home department is within a school/college, select that as the department.
  4. In the "Title" field enter the Center or Institute's current name.
  5. Upload the proposal based on the specifications listed in the Establishing, Evaluating, and Changing Centers, Institutes and Center-like Units policy.
  6. Upload additional approvals documented by memo into the "Supporting Documents."
  7. Save and start workflow.

Contractual (Instructional) Agreement  

HLC Policy INST.F.20.040 requires that an accredited institution obtain HLC approval if the institution plans to initiate a contractual arrangement in which the institution outsources some portion of its academic degree/major programs offered for academic credit (including instruction, oversight of the curriculum, assurance of the consistency in the level and quality of instruction and in expectations of student performance and/or the establishment of the academic qualifications for instructional personnel) to: an unaccredited institution; an institution that is not accredited by an accreditor recognized by the U.S. Department of Education; or a corporation or other entity. See the Approval of Contractual Arrangements for the Delivery of Credit Instruction kb for instructions, form, and approval process.
  1. Create a Structures Proposal.
  2. In the "Request Type" field, select "Contractual Instructional Agreement"
  3. Select the home department. If the home department is within a school/college, select that as the department.
  4. In the "Title" field enter the "Contractual Agreement: [partner name].
  5. Upload the proposal based on the specifications listed in the Approval of Contractual Arrangements for the Delivery of Credit Instruction protocol.
  6. Upload additional approvals documented by memo into the "Supporting Documents."
  7. Save and start workflow.

Change CIP Code 

CIP (Classification if Instructional Programs) may only be updated for a fall semester, as they have huge implications on student financial aid and reporting. If a program would like to update the plan CIP code, they will need to fill out this form. Changes will only go into effect for a future dated fall term. See the CIP Code KB for more help. To see the approval process, see the UW-Madison Academic Program Approval Overview. The process of changing a CIP code is as follows:
  1. Create a Structures Proposal.
  2. In the "Request Type" field, select "Change CIP code"
  3. Select the home department of the plan (this should match the Lumen Programs). It will not automatically populate from Lumen Programs.
  4. In the "Title" field enter:
  5. Upload the form (listed above) into the "upload form" field.
  6. Upload additional approvals documented by memo into the "Supporting Documents."
  7. Save and start workflow.
Note: Either in the form (step #5 above) or in the memo (#6 above), it's important to include the full description of both the current and proposed CIP code. Descriptions are available from the National Center for Education Statistics website. In addition, it's important to provide specific evidence supporting the change. For example, common rationale for a CIP code change include changes in curriculum and/or changes in Program Learning Outcomes. In addition to giving this rationale for the change, it is very important to explicitly state how the new curriculum better aligns with the proposed CIP, and/or which new/revised Program Learning Outcomes have changed and thus suggest the CIP change. In summary, please provide the rationale and the evidence.

Add Professional School Code to a Grad Certificate 

Any graduate certificate can be completed by students that are in the Law, Medical, Pharmacy, or Veterinarian careers. When the graduate certificates are approved through governance, the SIS codes are created for the Graduate career (GCRTXXX) but not the other careers (LCRT, MCRT, PCRT, VCRT). If a student in either the Law, Med, Pharm, or Vet career wants to declare a graduate/professional certificate but the code does not exist in SIS, a structures form needs to be submitted to create the code in SIS. Fill out this form and submit through the structures proposal (download for form functionality). The code will be added in SIS for the next available term.
  1. Create a Structures Proposal.
  2. In the "Request Type" field, select "Add professional school code to a grad certificate"
  3. Select the home department of the plan (this should match the Lumen Programs). It will not automatically populate from Lumen Programs.
  4. In the "request details," enter the initial approval information (if approved prior to Lumen Programs).
    1. example: UAPC December 2012.
  5. In the Title field enter:
  6. Upload the form (listed above) into the "upload form" field.
  7. Save and start workflow.

Add a joint degree/additional major at the Graduate level (MMAJ or DMAJ) 

If a Masters or Doctoral program would like to offer an additional major/joint degree, they must fill out the use the Lumen Structures form. The proposal to add an MMAJ or DMAJ code should NOT go through Lumen Programs. A request for a joint degree will be prompted by student demand. The Graduate School will determine the requirements for the individual student. Once approved, other graduate students will be able to declare the joint degree. The soonest the SIS code will be available is the next semester after the approval. Joint degrees do not need to be reviewed at GFEC, but will require UAPC approval (a consent agenda item).
  1. Create a Structures Proposal.
  2. In the "Request Type" field, select "Add a joint degree/additional major at the Graduate level (MMAJ or DMAJ"
  3. Select the home department of the plan (this should match the Lumen Programs). It will not automatically populate from Lumen Programs.
  4. In the "request details," enter provide the rationale for the joint degree and the vetting process.
  5. In the "Title" field enter: [the major] + [MMAJ or DMAJ, depending on which degree is being requested]; example: "Geography MMAJ"
  6. Upload the form (listed above) into the "upload form" field.
  7. Save and start workflow.

Add a Special Committee Degree Named Option 

Special graduate committee degrees are one-of-a-kind degrees built around unique needs of individual students that cannot be satisfied by approved programs (e.g., by existing major program/minor combinations, joint degrees, distributed minors, etc.) and may permit individual degrees in new and emerging fields or combinations of disciplines. The codes generally are individualized per student and will be discontinued once that student earns the award. The request will be entered in Lumen Structures through this form. See the Graduate School's website for more information. The SIS code will be available the following semester after the approval. Special Committee Degrees are only available for: MA, MS, PhD. All students declared will earn a "Special Graduate Committee MA/MS/PHD" in the named option proposed.
  1. Create a Structures Proposal.
  2. In the "Request Type" field, select "Add a Special Committee Degree Named Option"
  3. Select the home department of the plan (this should match the Lumen Programs). It will not automatically populate from Lumen Programs.
  4. In the "Title" field enter:
  5. Upload the form (listed above) into the "upload form" field.
  6. Save and start workflow.



Keywords:lumen structures, instructions, NOI, Notice of Intent, Guide shared content, new department, department change, discontinue department, new subject, subject change, change CIP code   Doc ID:86193
Owner:Karen M.Group:UW Madison Lumen
Created:2018-10-02 12:00 CSTUpdated:2020-09-03 10:51 CST
Sites:UW Madison Lumen
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