Content Revision

Updating Catalog Content

Using the existing catalog as a template, catalog pages are revised by each school as authorized editors (typically administrative assistants) enter changes, which are then approved by designated approvers (typically department heads or folks in the dean’s offices).

The process is similar to that of print publications, with catalog project managers (PM) approving first- and second-round changes, sending the catalog to be proofread, clients making final reads, PM approving, Creative Services staff conducting final reads. Catalog PM is involved in editing, proofreading, and approving the catalog pages frequently. Keeping the pages at “approved by PM - date” provides a clean slate for further edits and lets users know when the PM last touched the content.

Proofreaders should use the Catalog Style Guide in addition to the Rutgers Editorial Style Guide when reviewing catalogs

Rutgers Approval Process for New Programs

If there is a question as to whether to include proposed programs or those waiting approval, these need to be considered on a case-by-case basis.

Information on Rutgers’ new program approval process is provided below by the subject matter expert, Jim Burkley, Director of Compliance in the Office of Institutional Research and Academic Planning (OIRAP):

Summary

  • Only approved academic programs and courses are included in the online catalogs
  • It is acceptable to use the phrase “PENDING APPROVAL” next to programs whose approval is imminent. See the OIRAP New Program Approval document.

Details from Jim Burkeley

OIRP handles both the university-level approval process and the external statewide review processes. The status of programs in process is tracked by that office, and within that it’s Academic Planning, which is me. Anytime there’s a question of status needed for a publication decision just email me and you’ll get the latest, as we’ve already started to do. I keep contact with campus leadership on status, and I understand others involved in the program need to know for publicity or other implementation issues. But just so you know, sometimes it’s been the case that a proposal hasn’t even been through campus-level processes and yet someone on the program level may think it’s all done, or may not be aware of the required university-level and external processes. Therefore it’s understandable that some requests for publication could be premature. Or, along this same line, an item may be inadvertently mislabeled by a requestor (e.g., referring to a graduate program admissions agreement as a dual degree program). So for status needed for publication decisions, please email here since this is the official source. If anything is still unclear please call so we can discuss further.  I’d like to develop a workable arrangement that serves program publicity needs while maintaining the integrity of our university publications. (Jim Burkley, Director of Compliance in the Office of Institutional Research and Academic Planning [848-932-7956])

To Verify Course Numbers and/or Number of Credits

Use the Course Scheduling System and search the Master Course List.

Last Steps

Before generating the catalog as an HTML file, go to the home page and use the filter function to make sure all pages in the revised catalog have been approved. The project manager should also go through the catalog page by page to make sure each says “Approved by PM – date - web and print." As a final step, generate the finished catalog as an HTML file. When you check it in the Generation Log, you will be able to see if there are any pages with broken links. Fix these before generating for the lab.