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Procedures: Course Draw Principles/Logic

The course draw is a selection of courses from the Student Information System (SIS) that are sent to the Lumen vendor (Leepfrog; CourseLeaf), which populates Guide, Lumen Courses, and Lumen Programs.

Sections

Policy

 

Lumen/Guide – Guide Content

Policy Number

UW-1089

Responsible Office

Office of the Registrar

Type

University Policy

Rationale/​Purpose

Lumen is the gateway for faculty, staff, and governance bodies to propose, update, track and/or approve academic and curricular information at UW-Madison. As a large and complex organization, it is imperative the campus community follow consistent rules when utilizing the Lumen suite of tools for publication to the Guide.

Policy

Academic Programs in the Guide

All active academic programs that award credentials during the academic year for which the Guide is published must be represented with a page in the Guide. Academic ownership and hierarchy, as reflected in academic structure, defines what is in the Guide, where it is located, and how it is presented to the public.

New academic programs and credentials are to be added to the Guide in alignment with publication deadlines only after full governance approval is complete.

Academic programs that are approved for a future academic year may be published in alignment with publication deadlines, and can include limited information about the program in promotional pages.

Discontinued academic programs are only removed with the publication of a new Guide (in June) regardless of the term for which they are inactivated.

New, suspended, or discontinued elements of the academic structure (subject listings, plans, subplans) must include standard text about start and end dates.

Courses in the Guide
All active for-credit courses are to be published in the Guide.

General Publication Standards
All governed and non-governed content for the Guide must be submitted by the publication deadlines. Governed content is subject to campus deadlines for approvals, and may be subject to UW-System, Higher Learning Commission (HLC), and/or State Legislature for approval.

The Guide is published in June before the start of the academic year to support advising and student needs, however, midcycle updates in October or January occur to reflect new courses and course changes effective for spring semester or summer term, and/or to resolve egregious errors.

These midcycle updates, if not corrected, adversely impact students by delaying implementation of changes to the next Guide publication in June.

As the single source of truth, the Guide must be a stable and reliable resource that any advisor or current or prospective student can reference for an entire academic year. Any revision to the Guide during the academic year is expected to be minimal.

If a change to a course in an academic program becomes necessary during the academic year, e.g., change in subject listing, creation of a new course, or discontinuation of a course, the academic unit that owns the program is responsible for making updates to the program in Lumen Programs so that specific courses referenced in Requirements, Admissions/How to Get in, and Four-Year Plans match the current status of a course in the course catalog for the given term.

Midcycle updates to courses must precede the release of the Schedule of Classes. Changes to courses after the release of the Schedule of Classes for the given term are not permitted.

To maintain the integrity of the Guide, no pages are to be deleted in mid-cycle updates. If a plan/subplan is discontinued, the Office of the Registrar will add standard text to the Overview and How to Get in/Admissions sections of the Guide indicating the program is no longer accepting students.

Tabs
Tabs are a structured way to separate content on a page in the Guide into smaller pieces. Each section of the Guide (undergraduate, graduate/professional, non-degree) has a defined set of tabs which contain both governed and non-governed content. Governed tabs, if applicable, are required. Non-governed tabs are not to duplicate content that exists on governed tabs. Revision to content on tabs must follow publication guidelines and deadlines.

The creation, deletion or name revision of tabs requires submission of a proposal to and approval by the Lumen Sponsors in consultation with the Lumenaries, Guide Coordinators, and appropriate governance bodies. Once approved, implementation will take effect with the publication of a new Guide edition (June publication).

Related UW–Madison Documents, Web Pages, or Other Resources

Approval Authority

Associate Vice Provost and University Registrar

Policy Manager

Associate Vice Provost and University Registrar

Contact

Associate University Registrar for Academic Services -- Will Lipske, WILL.LIPSKE@WISC.EDU, (608) 890-2089

Effective Date

05-30-2023
Source: View policy UW-1089 in the UW-Madison Policy Library  

Procedures

Lumen Courses

The course draw includes:

  • All active courses (effective for the current or any future term).
  • All inactive courses that have had any type of enrollment within the last 8 years (includes those used for transfer equivalency, study abroad etc.).
  • Courses inactivated with an effective date of the current (or future) term.

The course draw does not include:

  • Transfer electives (MSN acad group - X##)
  • Inactivate courses with no enrollment in past 8 years (regardless of when course was inactivated).
  • Courses 'hard-code' removed that had been used in transfer equivalencies that were inactive at the time they were applied to a student's record. (The process by which this occurred has been altered so this will not happen again in the future.)

Courses Tidbits

Course proposals to discontinue a course will be inactivated in SIS for the term in which the proposal is submitted (based on when the proposal reaches the Peoplesoft role). If the proposal has a past effective term, it will be updated to the current term (this is done by editing and resubmitting to workflow). Courses will not be inactivated for a future term in SIS as it negatively impacts the course draw and won’t show up as a red-box course in Lumen Programs until the term in which is inactive. Courses that are proposed for a future discontinuation term will wait until the term proposed for inactivation in SIS. The assumption is: courses will be inactivated for the term proposed, as the last term should align when the course is no longer scheduled. Course inactivation proposals will not be processed during the last week of a term.  

During the last week of each term a query/process will be run by the Registrar's Office to determine which inactive courses have not had enrollment in the past eight years. The process compares the current term with the next future term. The courses identified as unique courses will be archived in Lumen Courses. In this context, enrollment includes enrollment in a class offered on campus/online and also the use of the course in transfer or study abroad course equivalencies.  The archival process is what makes the course number eligible for reuse on a new course proposal.

Note: The Obsolete Course Process will inactivate courses with a fall effective date each year. The Obsolete Course Process uses a slightly different standard for determining which courses are included as it considers only whether the course has been taught on campus (it does not consider whether the course has been used for transfer or study abroad equivalency). Therefore, there are courses that will be inactivated during this process but will not be immediately archive-able (and the course number will not be available for reuse).

Lumen Programs

All courses that are available in Lumen Courses are also available in Lumen Programs. This includes new courses proposed in Lumen Courses but not yet approved through governance. 

When proposing new programs in Lumen Programs, the courses may change not be available to students for a year or more so proposers must be careful to not include courses in the program curriculum that may be inactivated prior to the implementation of the program. Similarly, since courses can be included in programs that are not yet approved, make sure that all courses are approved in relation to the time the program proposal needs to be published in Guide.

During the time between June 1 when the new publication of Guide goes live until the October mid-cycle update, the course draw into Lumen programs is different due to the need to publish courses effective Fall 2020 in the live Guide. This means that any course proposal that is not complete and entered in SIS will display as a red-box course in Lumen Programs. From June-October, see more information about the Guide course draw.

Guide

There are two sets of course draw logic for Guide:

  1. Content that lives in Lumen Programs but displays in Guide
    1. Anything that is edited through Lumen Programs will utilize the same course draw as Lumen Courses. This includes all new, changes, and discontinuations courses in their most recent approved state (and in some cases, the future state). Courses can be deceiving in this state because there is no indication of a course that has not yet been approved through UCC versus one that is currently approved and at rest. All courses need to be approved in order to populate correctly in a live-Guide setting, which requires a solid knowledge of the status of courses within curriculum (essentially, any course must be approved for the term in which Guide is published). During the Preview-Mode prior to the June publish, courses not approved or discontinued and unavailable will be highlighted with a red-box indicating they are not available for the Fall semester.
    2. Content that lives in Lumen Programs but displays in Guide: How to Get in/Admissions, Accreditation, Certification/Licensure, Requirements, Learning Outcomes, Four-Year plans, Policies
  2. Content that lives only in Guide (catalog course draw)
    1. Content that lives exclusively in Guide has a unique course draw selected to display only courses in an approved state for a specific semester. For example, the June publication of Guide will display all courses that are approved for the fall semester. Any course that is discontinued prior to fall, any course in the process of being approved, or any course that is approved and the first term available is after fall term will display with a red-box around it - indicating that it is not available for that term.
    2. With the implementation of Lumen Programs, most of the courses reside in governed content. Courses on non-governed Guide tabs pull data from the catalog course draw. Non-governed Guide tabs are: Overview, Funding, Professional Development, People, Advising and Careers, and Resources and Scholarships. The Guide course draw is found at: guide.wisc.edu/courses/. Once Guide is published for a term, any new or discontinued courses approved for that guide term will not show up until the next guide publication (which coincides with the release of the Schedule of Classes). When you click on a course and it opens a bubble with additional course details, this data pulls from the catalog course draw.

For the Office of the Registrar: 

There are two processes for pulling courses depending on the environment.

  1. "Next Guide" should always look at the fall term; this manually needs to be updated every year through the process in SIS. Next Guide runs nightly and auto-loads to the CourseLeaf server. While the server is updated nightly, in order to bring the courses into the editing site, courses must be imported (in the "Do Not Touch" section of the console).
  2. "Wisc Curr" will run exclusively for the 'mid-cycle updates,' dependent on which term is being published. Wisc Curr course draw is manually run and needs to be manually uploaded to the CourseLeaf server.

Course Draw SQL(Lumen Courses)

last updated: 4/29/2020

 SELECT DISTINCT A.CRSE_ID

  FROM PS_CRSE_OFFER A INNER JOIN PS_TERM_TBL B ON A.ACAD_CAREER = B.ACAD_CAREER INNER JOIN PS_CRSE_CATALOG C ON A.CRSE_ID = C.CRSE_ID

   AND A.EFFDT = C.EFFDT LEFT JOIN PS_CLASS_TBL D ON A.CRSE_ID = D.CRSE_ID

   AND A.ACAD_CAREER = B.ACAD_CAREER

 WHERE TRUNC(SYSDATE) BETWEEN TERM_BEGIN_DT AND TERM_END_DT

   AND A.EFFDT = (

 SELECT MAX(EFFDT)

  FROM PS_CRSE_OFFER

 WHERE CRSE_ID = A.CRSE_ID)

   AND ((D.STRM = (

 SELECT MAX(STRM)

  FROM PS_CLASS_TBL

 WHERE CRSE_ID = D.CRSE_ID

   AND ENRL_TOT > 0)

   AND (B.STRM - 80) < D.STRM

   AND C.EFF_STATUS = 'I' ) /* BEGIN ROTS-862 */

    OR (C.EFF_STATUS = 'I'

   AND C.EFFDT = (

 SELECT TERM_BEGIN_DT

  FROM PS_TERM_TBL

 WHERE STRM = B.STRM

   AND ACAD_CAREER = B.ACAD_CAREER) ) /* END ROTS-862 */ /* BEGIN ROTS-422 */

    OR ( ((D.STRM = (

 SELECT MAX(STRM)

  FROM PS_CLASS_TBL

 WHERE CRSE_ID = D.CRSE_ID

   AND ENRL_TOT > 0)

   AND (B.STRM - 80) > D.STRM)

    OR ((

 SELECT DISTINCT 'X'

  FROM PS_CLASS_TBL

 WHERE CRSE_ID = D.CRSE_ID

   AND ENRL_TOT > 0) IS NULL ))

   AND C.EFF_STATUS = 'I'

   AND A.EFFDT > B.TERM_END_DT )/* END ROTS-422 */

    OR C.EFF_STATUS = 'A')

   AND A.ACAD_GROUP NOT IN ('FISC', 'MSN') /* Include posted transfer credit courses */

  UNION

 SELECT DISTINCT TCD1.CRSE_ID

  FROM PS_TRNS_CRSE_DTL TCD1

  , PS_TERM_TBL TT1

  , PS_CRSE_OFFER CO1

 WHERE TRUNC(SYSDATE) BETWEEN TT1.TERM_BEGIN_DT AND TT1.TERM_END_DT

   AND TCD1.ARTICULATION_TERM > (TT1.STRM - 80)

   AND TCD1.CRSE_ID <> ' '

   AND TCD1.TRNSFR_STAT = 'P'

   AND TCD1.CRSE_ID = CO1.CRSE_ID

   AND CO1.EFFDT = (

 SELECT MAX(EFFDT)

  FROM PS_CRSE_OFFER CO1_SQ

 WHERE CO1_SQ.CRSE_ID = CO1.CRSE_ID)

   AND CO1.ACAD_GROUP NOT IN ('FISC', 'MSN')

   AND TCD1.CRSE_ID NOT IN ( '000205' ,'000562' ,'000807' ,'001070' ,'001073' ,'001301' ,'001638' ,'001831' ,'002016' ,'002098' ,'002106' ,'002751' ,'002958' ,'003193' ,'003761' ,'004233' ,'004236' ,'005300' ,'005545' ,'005548' ,'005549' ,'006280' ,'006338' ,'006722' ,'006723' ,'006830' ,'007765' ,'008454' ,'009052' ,'010225' ,'010724' ,'010725' ,'011594' ,'011604' ,'011629' ,'011842' ,'012894' ,'012897' ,'012898' ,'012977' ,'013346' ,'014675' ,'014681' ,'014871' ,'014915' ,'015039' ,'015053' ,'015151' ,'015587' ,'015856' ,'015896' ,'015919' ,'016363' ,'018247' ,'018436' ,'018451' ,'018761' ,'020012' ,'021416' ) /* Include posted transfer test courses */

  UNION

 SELECT DISTINCT TTD2.CRSE_ID

  FROM PS_TRNS_TEST_DTL TTD2

  , PS_TERM_TBL TT2

  , PS_CRSE_OFFER CO2

 WHERE TRUNC(SYSDATE) BETWEEN TT2.TERM_BEGIN_DT AND TT2.TERM_END_DT

   AND TTD2.ARTICULATION_TERM > (TT2.STRM - 80)

   AND TTD2.CRSE_ID <> ' '

   AND TTD2.TRNSFR_STAT = 'P'

   AND TTD2.CRSE_ID = CO2.CRSE_ID

   AND CO2.EFFDT = (

 SELECT MAX(EFFDT)

  FROM PS_CRSE_OFFER CO1_SQ

 WHERE CO1_SQ.CRSE_ID = CO2.CRSE_ID)

   AND CO2.ACAD_GROUP NOT IN ('FISC', 'MSN')

   AND TTD2.CRSE_ID NOT IN ( '000205' ,'000562' ,'000807' ,'001070' ,'001073' ,'001301' ,'001638' ,'001831' ,'002016' ,'002098' ,'002106' ,'002751' ,'002958' ,'003193' ,'003761' ,'004233' ,'004236' ,'005300' ,'005545' ,'005548' ,'005549' ,'006280' ,'006338' ,'006722' ,'006723' ,'006830' ,'007765' ,'008454' ,'009052' ,'010225' ,'010724' ,'010725' ,'011594' ,'011604' ,'011629' ,'011842' ,'012894' ,'012897' ,'012898' ,'012977' ,'013346' ,'014675' ,'014681' ,'014871' ,'014915' ,'015039' ,'015053' ,'015151' ,'015587' ,'015856' ,'015896' ,'015919' ,'016363' ,'018247' ,'018436' ,'018451' ,'018761' ,'020012' ,'021416' )



KeywordsCourse draw, UW-1073   Doc ID94021
OwnerMelissa S.GroupLumen and Guide
Created2019-08-22 15:30:31Updated2024-06-11 16:44:44
SitesLumen and Guide
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