2018-2019 Catalog Editing Process
Below is an outline of deadlines, editing processes, and a schedule of training sessions for building the 2018-2019 University Catalog.
For academic departments: (e.g. Economics or History, etc.) Review your pages by Friday, February 16, 2018, in preparation of fall registration (important deadline). Changes will be accepted after this date; however, and a final review should be made by June 15. If an academic department has substantive changes to make to a major/minor or a course, these should be submitted to C&D by January 16, 2018 or as soon as possible after this date.
For administrative departments: (e.g. University Facilities or Student Affairs, etc.) Review your pages and make initial changes by Friday, February 16, 2018; however, submit all updates by June 15. If the new incoming first-year students are reviewing your pages, updates should be submitted earlier in the spring rather than wait until June.
beginning in Fall, 2017:
Academic departments work on C&D proposals for changes to majors/minors and new courses with the goal to have all changes approved by C&D in January and the faculty in February.
~ Friday, December 15, 2017: The draft version of the 2017-2018 university catalog is posted to catalog.wlu.edu for review (be sure to choose 2017-2018 University Catalog [UNDER REVIEW].
~ Friday, January 5, 2018: Editors are sent an e-mail with links to catalog pages and instructions.
Tuesday, January 16, 2018: Deadline to submit to C&D any final new courses or curricular changes to majors and minors. Also, submit courses to delete from the catalog to C&D in advance of the February faculty meeting.
Friday, February 16, 2018: This is the initial deadline, especially critical for academic departments and programs, for submitting edits to the catalog pages in order to have materials ready for the Fall 2018 registration in late March/early April. Administrative offices can turn in changes past this date, but the earlier in the spring the better.
Beyond February 16, 2018: Changes submitted later in the term will still appear in the final catalog as long as they are approved by the late-May faculty meeting or, for general text changes (listing of faculty and new hires, administrative information), provided to us before the end of June.
By June 15, 2018: All academic and administrative departments are asked to take a final review of the 2018-2019 catalog to be sure that faculty hires, changes in rank, and other course and curriculum changes approved during winter and spring have been incorporated.
July 1, 2018: Snap-shot of the 2018-2019 catalog is taken for the record and for printed copies.
Who Edits What?
An email will be sent to each primary academic or administrative editor around January 5, 2018, identifying the sections they need to review. Please review any text for which you have responsibility. Also, you can use the catalog editors spreadsheet to filter on your name and see the portions for which you are responsible. To help identify parts that need review, sections of the catalog have been labeled with tags using this format: [under review: LASTNAME]. This tag will be removed when a section is reviewed and updated.
Academic Departments and Programs: How to review your majors/minors and courses
Start with the lists of links noted in the email or spreadsheet and thoroughly review the following:
- Proof your department or program page - review faculty listings
- Review the requirements of each major and minor, and
- Review the specific courses listed within the department or program. This is the opportunity to update course information - prerequisites or non-substantive changes to the catalog description, when it will be offered and who is teaching the course.
Changes approved by C&D through the year should be accurately reflected in policies, major and minor requirements, and course descriptions. However, this is the opportunity to proof all previous edits and submit corrections if something appears wrong or appears to be missed. It happens!
How to Submit your Edits
Changes should be submitted directly to the University Registrar's Office in one of the formats bulleted below. For academic programs, changes approved by actions of the faculty have been transferred into the text by the Univ Reg staff for your confirmation. Non-substantive changes (e.g., term and year offered, prerequisites, minor changes to course descriptions, faculty teaching the course) can be submitted directly to the University Registrar's office in one of the formats bulleted below. Substantive changes must be approved by C&D.
When reviewing your section, you can click the Print-Friendly Page link at the top-right of the catalog webpage. Academic programs can also 'Expand All Courses' on the Print-Friendly Page to review course descriptions. Then you can submit your edits in one of the following ways:
- PREFERRED METHOD: copy and paste your 'print-friendly' catalog sections into a Word document and make your changes using "Review" and "Track Changes" to show strike-outs and insertions so we can see what changes have been made. Obviously we need to have highlights because it's impractical to have to compare two sections to find changes. Edits can be missed if we can't track the changes. For best copy and paste results, open your catalog in Chrome or Firefox (Safari for Mac users). For course descriptions, from your department's page, click the printer icon "Print-Friendly Page" and then click "Expand all Courses" link, then copy and paste into Word. Again, in Word, turn on "Review" and "Track Changes" so all edits are clearly visible (otherwise we don't know what to change), or
- print your catalog pages and changes can be handwritten on the paper and sent over to the University Registrar's office via campus mail (keep a copy of your changes for your own review). For best printing results, open the catalog in Chrome or Firefox (Safari for Mac users), or
- type up and email your edits directly to email@example.com
Caution: When working in the 2018-2019 catalog, it may navigate back to the default 2017-2018 catalog, so be sure you are always in the right catalog!
If you prefer a more personalized training opportunity, a demo of the catalog review and editing process will be offered at the following dates/times.
- available upon request
Feel free to correct the list or the catalog information by replying to this message or directly to firstname.lastname@example.org and let us know if you have any questions. Or you can contact Scott Dittman or Barbara Rowe directly.