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Washington and Lee University

Washington and Lee University

2015-2016 Catalog Editing Process

Below is an outline of deadlines, editing processes, and a schedule of training sessions.


Fall, 2014: 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 19, 2014: The draft version of the 2015-2016 university catalog is posted to for review (be sure to choose 2015-2016 University Catalog [UNDER REVIEW].  It can be accessed directly at (link to be updated then).

~ Friday, January 9, 2015: Editors are sent an e-mail with links to catalog pages and instructions.

Tuesday, January 13, 2015: 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 6, 2015 : This is the  initial deadline for submitting edits to the catalog pages in order to have materials ready for the Fall 2015 registration in early April.

Beyond February 6, 2015: 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, administrative information), provided to us before the end of June.

By June 30, 2015: Departments are asked to take a final review of the 2015-2016 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, 2015: Snap-shot of the 2015-2016 catalog is taken for the record and for printed copies.

Who Edits What?

An email will be sent to each primary editor after January 9, 2015 identifying the sections they need to review. Please review any text for which you have responsibility.  Also, 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.

How to Review and Submit your Edits

Departments should submit changes 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 UR 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 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, or
  • email to a list of detailed changes, 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).

Caution: When working in the 2015-2016 catalog, it may navigate back to the default 2014-2015 catalog, so be sure you are always in the right catalog!

Need More Help Understanding How to Edit?

Training sessions will be offered in the SmartZone of Leyburn Library on these days/times: TO BE DETERMINED

Please plan to attend one of these sessions for clarification and a demonstration of the catalog editing process.


Feel free to correct the list or the catalog information by replying to this message or directly to and let us know if you have any questions.  Or you can contact Scott Dittman or Barbara Rowe directly.