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Washington and Lee University

Washington and Lee University

2014-2015 Catalog Editing Process

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

Deadlines

Fall, 2013: 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 20, 2013: The draft version of the 2014-2015 university catalog is posted to catalog.wlu.edu for review (be sure to choose 2014-2015 University Catalog [UNDER REVIEW].  It can be accessed directly at  http://catalog.wlu.edu/index.php?catoid=11.

~ Friday, January 10, 2013: Editors are sent an e-mail with links to catalog pages and instructions.

Tuesday, January 14, 2014: 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 14, 2014 (the end of the week before Washington Break): This is the  initial deadline for submitting edits to the catalog pages in order to have materials ready for the Fall 2014 registration in March.

Beyond February 14, 2014: 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, 2014: Departments are asked to take a final review of the 2014-2015 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, 2014: Snap-shot of the 2014-2015 catalog is taken for the record and for printed copies.

Who Edits What?

An email will be sent to each primary editor after January 4, 2014 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 registrar@wlu.edu 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 2014-2015 catalog, it may navigate back to the default 2013-2014 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:
Tuesday, January 21: 11:15a-12:00noon  Leyburn Library SmartZone
Wednesday, January 22: 1:30p-2:30p  Leyburn Library SmartZone
Thursday, January 23: 10:15a-11:15a  Leyburn Library SmartZone

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

Questions?

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