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Repository for Administrative Data and Reports

Lumen Tools

Last Updated

This workbook provides information about current activity in the Lumen system. Lumen is the gateway for faculty, curricular representatives, and governance bodies to update, track, and approve functions related to courses, curriculum and programs. Details about each visualization are below:

Course Proposals: shows all course proposals currently in progress with filters related to the course owner and where the proposal is in the governance approval process.

Program Proposals: shows all program proposals currently in progress with filters related to the program owner, the type of proposal and where it is in the governance approval and publication process.

Red Box: shows programs that utilize courses that may need resolution in one or more of the following: inactivation/discontinuation of a course; change of subject; change of catalog number; or new/unapproved course. These items, if not resolved, will result in the software using a 'red-box' around the subject and catalog number combination indicating there is an issue with the course as entered.

Lumen/Guide Roles Directory: lists all Lumen/Guide workflow roles and their members filterable by school/college, department and role type. Includes identifiers for who is a chair or dean and which members are no longer employed by the university.

Obsolete Course Proposal Process: shows all courses identified as obsolete per policy in progress for the current academic year and where the proposal is in the governance process. Includes filters for school/college/division, department, subject or crosslist, course title, and waiver status.

Suspended/Discontinued Programs: tracks academic programs (plans and subplans) that are in the process of being discontinued. Intended for the purpose of aiding schools and colleges with the processes necessary to close down a program.

Report URL
Data Cookbook URL (requires authorization)
Data Domain(s)
Academic Planning
Access Restrictions
UW-Madison Employees (NetID Required)
Data Source Information
Data View Information
Uses Lumen data views.
Update Schedule
Weekdays, 7:00 AM
Responsible Office
Academic Planning and Institutional Research


Name Functional Definition Data Domains
Catalog Number

A code associated with a course in the course catalog.

University of Wisconsin - Madison
Course ID

A 6-digit unique ID assigned to a specific course. All course members of a crosslisted course will have the same Course ID.

Academic Planning
Course Title

The official name of the course.

Academic Planning
Crosslisted Course

A course which is offered under multiple course subjects.

University of Wisconsin - Madison
Department (Academic Structure)

An entity approved by academic governance to serve at least one of three academic purposes: serve as the academic home for a plan, serve as the academic home of a subject, or serve as a faculty tenure home. The status of an academic organization as academic owner is established through faculty/shared governance approval process; each plan and subject has one academic organization designated as an academic owner. Academic organizations are tied to the budgetary UDD (A####).

Academic Planning, Employee Record
Effective Date (Academic)

The date when the academic structure entity first became active. For subsequent actions, the effective date is when changes from the previous version became effective.

Academic Planning
Plan Code (Academic)

A code representing an approved academic offering such as a major, minor, or certificate within an academic career and program.

Academic Planning, Student Record
Program (Academic Structure)

A group of academic plans that share characteristics within an academic group. Academic program code controls administrative functions such as min credits, max credits, tuition rates, academic standing, grading schemes, full-time/part-time standing, financial aid primacy number.

Academic Planning, Student Record
Role Type

Groups Lumen and Guide workflow roles according to their general function or level of approval.
For example: Dept. Approver, Subject Approver, School/College Approver, GUIDE, UCC Approver and UAPC Approver

Academic Planning
School or College

Those faculty units headed by a dean. The dean is the chief executive officer of the school or college, and is appointed by the chancellor under search and screen procedures as set forth in 6.49. The dean must hold a tenured faculty rank as set forth in Chapter 7 of these rules. Other subunits of the university that include the term "school" in their titles are not considered schools for purposes of this chapter; they may be designated by the chancellor, in consultation with the University Committee, as equivalent to departments for any or all of the purposes described in Chapter 5. A school or college shall be created or discontinued, or the name of an existing school or college changed, by the chancellor after consultation with the University Committee, subject to the approval of the Board of Regents. Creation of a school or college with academic programs at the post-baccalaureate graduate or professional level is also subject to the approval of the legislature. Recommendations concerning these matters shall be reported to the faculties of the schools or colleges directly affected and to the senate for discussion.

Academic Planning, Employee Record, Research Administration, Student Record

A grouping of courses, approved by faculty governance, within related academic areas.

University of Wisconsin - Madison
Subplan Code (Academic Structure)

A code representing an approved curricular path option within an academic plan.

Academic Planning, Student Record

A period of instruction: Fall, Spring, or Summer.

University of Wisconsin - Madison
Workflow Role

The name of the workflow role responsible for approving a proposal at a specific step of workflow in Lumen or Guide.

Academic Planning