Lumen is the gateway for faculty, curricular representatives, and governance bodies to update, track, and approve functions related to courses, curriculum and programs.
Lumen’s services make it possible for UW–Madison to have a single, central location for course, curricular, and academic policies across campus.
Lumen is a suite of tools to propose, review, and approve academic changes. This system is specifically tailored for UW–Madison’s course, curricular, and program approval processes. It follows the policies and procedures determined by our campus, for our campus. The Lumen tools communicate directly with SIS to ensure accurate and consistent data across campus.
Components
This suite of tools has two main components to help academic units manage their own processes efficiently:
Guide
Guide features a robust, specialized catalog builder. Courses are generated by the Student Information System (SIS) for accuracy; editing of the catalog has workflow controls; and degree and program information from units across campus is organized in a consistent, easy-to-use layout that enhances students’ navigational experience.
Questions? Contact guideeditor@office365.wisc.edu.
Lumen
The forms collect required information for governance review and for data transfer into other university data systems. These forms (or proposals) are the only way to create, make changes to, or discontinue content that displays in Guide, Course Search & Enroll, and any other institutional enterprise system. They also facilitate institutional policy compliance.
Questions? Contact lumen@provost.wisc.edu.
This is an accordion element with a series of buttons that open and close related content panels.
Who can edit or approve non-governed content in Guide?
Editing and approval roles are determined by each department and approved by the school/college Guide coordinator. Refer to the Lumen/Guide Access KB for details.
When is Guide open for editing?
The editing cycle for the next fall publication opens each year on November 1. The dates and deadlines change each year with the academic calendar. For a condensed calendar, refer to the Lumen Calendar KB. Please note that each school/college may set additional deadlines for departmental editors that are not reflected on the calendar or deadlines document.
Some content can be updated year-round; some can be updated for the spring and summer publications. Please reference the Guide: Updating Principles by Tab KB for a complete description of update guidelines and specific timeline questions.
Who can access or approve proposals in Lumen?
Accessing Lumen
Any UW-Madison (non-student) employee can access Lumen. Employees of academic divisions in certain job groups are given access automatically. Refer to the Lumen/Guide Access KB for details.
Approving in Lumen
Deans, department chairs and academic program directors automatically have approval access based on their appointment as entered in Workday.
Others who approve on behalf of the dean, department chair or academic program director make a request to be added to an approver role using this form.
All proposals follow a dynamic workflow that requires approval from the chair, director, or their designee and adjusts as needed for additional governance review.
When do I use Lumen?
Submitting Lumen forms is the only way to:
- Create new or discontinue courses;
- Change any existing course catalog information (i.e. durable content, such as description, title, catalog requisites, components, learning outcomes, etc.);
- Create new or discontinue programs;
- Change any existing program requirement;
create departmental credit-by-exam, third-party transfer credit, credit by portfolio review; - Propose new, change, or discontinue academic structure changes (subjects, departments, school/college requirements); and
- Create or discontinue Badges.
Data populated into the forms directly feeds what shows in Guide and the Student Information System. The Lumen forms are available all year.
Why use Lumen?
Lumen promotes transparency. Anyone with access can view proposals, approval steps, and comments, ensuring consistent and informed decision-making. Each proposal travels through one review process, keeping all stakeholders aligned.
Who manages Lumen?
Lumen is jointly managed by Data, Academic Planning & Institutional Research (DAPIR) and the Office of the Registrar (RO), with support from university leadership focused on academics and the student experience. They collaborate with campus partners through Guide Coordinators and Lumenaries.