Workday Student Training for Staff

General

VIDEO: Introduction to Searching for Students in Workday (3:15 min)

VIDEO: Advising View of the Academics Tab Tour (36:14 min)

VIDEO: Advising Basics (31:45 min) - Amongst other topics, this recording of our End User Training session goes over the Academic Advising Worklet & Dashboard.

PDF:  Advising Workday Navigation Cheat Sheet

PDF:  Academic Advising Worklet - How to add to your homepage and an overview of its contents.

PDF:  View Student Support Network 

PDF:  Info Sheet - Employee Record VS Student Records - how to search for and access each type of record/profile for an individual.

Academic Plans and Saved Schedules

VIDEO: Academic Plans & Saved Schedules (38:12 min) - This recording of our End User Training session demonstrates how to activate and manage Academic Plans for a student as well as how to create Saved Schedule drafts for a students registration planning. 

PDF:  Create Academic Plan for Student

PDF:  Update Student's Academic Plan

PDF:  Create Saved Schedule for Student

Academic Progress (Degree Audit) & Evaluate Academic Requirements (Degree Shop)

VIDEO:  Advising Intermediate (45:45 min) - This recording of our End User Training session goes over how to generate and unofficial transcript, evaluate and view academic requirements (degree shop), launch academic progress evaluation, and view academic progress (degree audit) for a student and more.

PDF:  View Academic Progress

PDF:  Launch Academic Progress Evaluation - and then view evaluated progress.

PDF:  Evaluate Academic Requirements

Advising Cohort Tasks

PDF:  Find Advising Cohort

PDF:  View Student Cohort History

VIDEO:  Advising Basics (31:45 min) - Amongst other topics, this recording of our End User Training session goes over how to view Cohort History.

External Records and Transfer Credits

VIDEO:  Advising Intermediate (45:45 min) - This recording of our End User Training session goes over how to view external transcripts, view placement test results and status for a student and more.

PDF:  View Placement Status and External Records - External records includes Test Score, External Transcripts and Transfer Credits (if the external transcript has been evaluated).

PDF: Edit Placement Testing Status

PDF:  Transfer Credit Rules 

PDF:  Update Foreign Language Competency

Notes and Holds

PDF:  Notes - View, Add and Edit

VIDEO:  Notes and Holds (35:55 min) - Amongst other topics, this recording of our End User Training session goes over how to view, edit and add notes to a student's profile.

PDF:  View Students Action Items and Holds

PDF:  Advisement Required Hold - Apply & Remove

VIDEO: Notes and Holds (35:55 min) - This recording of our End User Training session demonstrates how to view, override and apply Advising related holds on a student's profile. 

Registration and Overrides

VIDEO: Registration (1:04:23 min) - This recording of our End User Training session goes over how to View Registration Appointments for a student, View the student's registration Audit History, View Transfer Credit Rules, Register a student for a Course Section, Maintain Registration Overrides for a Student and how to find and view details of Course Sections for an Academic Period.

PDF:  View Registration Appointment

PDF:  Register Student for Course Sections - See the Overrides and Bypass Registration Restrictions job aid for assistance with that process IF needed. 

PDF:  Overrides and Bypass Registration Restrictions - such as pre-requisites and co-requisites

PDF:  Registration Audit History - View the history of a students Add, Drop and Withdrawals. 

PDF:  Course Section - View

VIDEO: Student View of Registration (49:35 min) - This recording of our End User Training session demonstrates how students will conduct a variety of registration related tasks in Workday.

Student Records Tasks

VIDEO: Advising Intermediate (45:45 min) - This recording of our End User Training session goes over how to generate and unofficial transcript, evaluate and view academic requirements (degree shop), launch academic progress evaluation, and view academic progress (degree audit) for a student and more.

PDF: Generate Unofficial Transcript - as staff

PDF:  Academic Standing - View

PDF:  View Residency - for current, past or future Academic Periods.

PDF:  View Student's Program of Study - how to view a Student's Program(s) of Study either from their profile or via a Task.

PDF:  View Student's Program of Study History

Internal Documentation articles available in the Admissions Knowledge Base Category. You will be required to log in with your PBSC credentials to access these articles. 

General Admissions Tasks

VIDEO: Introduction to Searching for Students in Workday (3:15 min)

VIDEO: Enrollment Services View of the Academics Tab Tour (20:41 min)

PDF:  Enrollment Services Navigation Cheat Sheet - Quick reference sheet on how to navigate to the most common tasks and reports. 

PDF:  Scan and Attach Documents - How to scan a document, save using Adobe Acrobat Pro DC and then upload to Workday.

PDF:  View Admissions Applications  

VIDEO: Admissions: A Quick Walk-through of How to View an Application (3:40min)

PDF:  Info Sheet- Employee Record VS Student Records - how to search for and access each type of record/profile for an individual.

Action Items

PDF:  Complete or Waive an Admissions Action Item

VIDEO:  Admissions: A Quick Walk-through of Completing Admissions Requirement Action Items (3:42min)

PDF:  Assign Admissions Action Item

International

PDF: Info Sheet - How to Administratively Create an International Admissions Applicant

Residency

PDF:  Info Sheet: Residency - When to Change or Update in Workday - This informational document provides basic facts about residency in Workday, defines the residency tasks, explains when you will see the different residency task options available to select, and provides a visual residency logic flowchart. 

VIDEO:  Residency (14:51 min) - This recording of our End User Training session outlines the steps to Change, Update and View Residency for a student.

PDF:  View Residency - for current, past or future Academic Periods. 

PDF:  Change Residency - formerly known as "Review Residency." 

PDF:  Update Residency - How to update a students Residency if it changes after initial Change Residency task is processed. 

PDF:  Request Residency Information - Explains how to send an Inbox Action Item to a student requesting Residency information.  

Non-Fast Path Programs (Limited Access and Bachelors Programs) Tasks

PDF:  Evaluate and Render an Admissions Decision

PDF:  Finalize and Publish Admissions Decision

Shared Student Records Tasks

PDF:  Notes - View, Add & Edit notes on a Student Profile

PDF:  Add Transcript - How to Manually Add and Edit

VIDEO: A Quick Walk-through of How to Manually Add a Transcript (5:21min)

PDF:  Add Test Results - How to Manually Add and Edit

VIDEO: A Quick Walk-through of How to Manually Add Test Results (3:36min)

PDF: Add Admissions Application for Add POS Request - Outlines how to Add an Admissions Application for an existing Student Record for consideration to a Non-Fast Path Program (LAP or Bachelors Program).

PDF:  Edit a Student's Personal Information - Edit Personal Information, Legal & Preferred Names, and Edit IDs. 

PDF:  Edit a Student's Contact Information & Friends and Family - Emergency Contacts are within Friends and Family.

Internal Documentation articles available in the Financial Aid Knowledge Base Category. You will be required to log in with your PBSC credentials to access these articles.

PDF:  Workday Financial Aid Timeline - A visual explanation of our transition of Financial Aid tasks to Workday during 2021.

Introduction and Tours of the Financial Aid Tab

PDF:  Financial Aid Navigation Cheat Sheet 

VIDEO:  Financial Aid Tab Tour (19:30 min)

PDF:  Info Sheet: Financial Aid Tab Tour  

PDF:  Info Sheet: Total Financial Assistance - a Detailed Overview of Tab

PDF:  Info Sheet: Attendance Plan - a Detailed Overview of Tab

PDF:  Info Sheet: ISIR - a Detailed Overview of Tab 

General

VIDEO:  Introduction to Searching for Students in Workday (3:15 min)

PDF:  Scan and Attach Documents - How employees can scan a document, save using Adobe Acrobat Pro DC and then upload to Workday.

PDF:  Info Sheet- Employee Record VS Student Records - how to search for and access each type of record/profile for an individual.

PDF:  Info Sheet: Students with FA Holds - Report

PDF:  Info Sheet: Packages Created During Nightly Orchestration - Report

PDF:  Checking Bookstore Financial Aid Funds

PDF:  View and Edit Pell Cost of Attendance -  Explains the viewing and editing the student’s Cost of Attendance, which is used to calculate the Pell Grant award. 

PDF:  Students with Pell LEU over 500% Report - This report will display the student who have reached their Pell LEU or are close to their Pell LEU.

PDF: Find, Create and Edit Award Items - this report is the equivalent to the Fund Roster in Financier.

PDF: Job Aid: How to Edit Course Load Status

PDF: Job Aid: Create a New Award Item by Copying/Updating an Existing Award Item

PDF: Info Sheet: How to Check View Students’ Courses Load

PDF: Info Sheet: How to Check for Students’ Title IV Authorization for Bookstore

PDF: Job Aid: How to Override NSLDS Sub Aggregate and/or Pell LEU

Action Items - Federal Verification and ISIR

PDF:  Scan and Attach Documents - How to scan a document, save using Adobe Acrobat Pro DC and then upload to Workday. 

PDF:  Info Sheet: Financial Aid Action Items - An explanation of what Financial Aid Action Items are and the fundamentals of how they function.

PDF:  Manually Assign Financial Aid Action Items

PDF:  Upload Action Item Document - How to upload a document to a Financial Aid Action Item for a student, as an Administrator, if the student is unable to self-service upload.

PDF:  Waive Action Item - How to Waive Financial Aid Action Item and associated document for a student, as an Administrator.

PDF:  Review Financial Aid Action Items - How to Review Federal Verification and ISIR documents (Action Items) submitted through Workday by the student. 

PDF:  Evaluate Financial Aid Action Items - Federal Verification  

PDF:  Evaluate Financial Aid Action Items - ISIR options 

PDF:  Students with Outstanding Action Items and Federal Aid - Report - The students appearing in this report need to be worked daily, especially before disbursement, otherwise they will not receive their aid. 

PDF:  Info Sheet: Students with Outstanding Action Items (Excluding Entrance Counseling, MPN and Inform Borrower)  

PDF:  Info Sheet: PBSC Verification Tracking - Report

PDF:  V4 / V5 Review and Verification  

PDF:  V4 / V5 EIB Process

PDF:  V4 / V5 CPS Process

Bright Futures & Scholarships

PDF:  Info Sheet: Bright Futures - Explains what is shown on the Bright Futures internal tab.

PDF:  Students with Multiple Bright Futures Awards - This report shows which students have multiple Bright Futures awards and allows you to edit this from the report.

PDF:  Private Donor Scholarships - How to process and edit total financial assistance.

CCP

PDF:  Student Program is CCP Report - To be run prior to Awarding and Distributing to CCP students.

PDF:  Awarding and Disbursement CCP Students

PDF:  Info Sheet: Report for Students in Title IV CCP Programs

PDF:  Job Aid: How to Adjust BBAY and Loan Period Dates

Disbursements

PDF:  Info Sheet: Scheduled Disbursements and Scheduled Disbursements Summary 

PDF:  Info Sheet: Anticipated Disbursement Dates - Shows how to see dates and explains possible failures.

PDF:  Find Disbursement Runs - This report pulls up all disbursement runs for a designated period and allows you to see students and amounts disbursed when you drill down into the returned data.

PDF:  Info Sheet: PBSC FA Student Awards with Remaining Disbursement

Exit Codes

PDF:  Info Sheet: Students with Financial Aid Eligible Exit Codes - Report

PDF:  Info Sheet: FA Student with Ineligible High School Exit Codes - Report 

PDF:  Info Sheet: PBSC FA Students with No Exit Code or External Transcript - Report 

PDF:  Info Sheet: High School Exit Code Processing - This is an informational record of the process that will only be conducted by the designated employee at the institution.  

Federal Direct Loans

PDF:  Info Sheet: Financial Aid Loan Request Processing - How to access the submitted request from a student and process

PDF:  Review NSLDS Aggregates

PDF:  PBSC FA: NSLDS Transactions Loaded Out of Sequence - Report - This report is used to review Pell LEU and NSLDS aggregates to determine if incorrect amounts are being used so staff can manually update the LEU and/or NSLDS aggregate amounts. 

Financial Aid Funds

PDF:  Info Sheet: Fund Roster - Report

PDF:  Info Sheet: Financial Aid Award Roster - Report

PDF:  Info Sheet: Financial Aid Award Roster - Extended - Report

PDF:  Info Sheet: PBSC Find Student Award Items - Report

PDF:  Info Sheet: PBSC FA: External Awards (Extended) - Report

PDF:  Info Sheet: PBSC FA: Student Award Item Roster - Report

PDF:  Fiscal Limits Missing Award Year Configuration, Find & Edit Fiscal Limits

ISIR

PDF:  ISIRs Loaded by Date & ISIRs Loaded by Date With POS Reports - View

PDF:  ISIR Loading - Manually load ISIRs received via TD Client.

PDF:  ISIRs Ready to Transmit - For verification team to confirm verified students are ready to transmit. 

PDF:  Info Sheet: ISIR Review - Report - an explanation of the PBSC FA: ISIR review report and its uses. 

PDF:  Review Pending ISIRs - Review ISIRs that may need to be manually activated.

PDF:  Manually Select Students for Verification - ONLY to be conducted with direct manager approval.  

PDF:  Info Sheet: Financial Aid Students with a Rejected ISIR - Report

Notes

PDF:  Notes - View, Add & Edit

Packaging Job Schedules

PDF: Create Cost of Attendance Job Schedule - how to create, edit and view a COA job schedule.

PDF: Need Packaging Job Schedule - how to create edit and view a Need Packaging  job schedule.

PDF: Packaging Job Run Details - provide information to analyze Packaging Job Runs.

PDF: Create Merit Packaging Job Schedule - provide instructions how to create merit packaging job schedule, how to edit it, and how to view it.

PDF:  Create Packaging Communication Job Schedule - provide instructions how to create, edit, and view a Packaging Communication Job Schedule.

Program of Study / Load Status

PDF:  Info Sheet: Program of Study - Explains the difference in what is shown for a student's Program of Study on their Academics tab VS their Financial Aid tab.

PDF:  Review Program of Study for Load Status

Reaction Review

PDF:  Info Sheet: Reaction Review and Holds - an Explanation of Reaction Review and the holds associated.

PDF:  Cost of Attendance

PDF:  Need Packaging

PDF:  Merit Packaging  

Satisfactory Academic Progress (SAP)

PDF:  Info Sheet: SAP - Explains SAP and what the students see

PDF:  Review or Update SAP

PDF:  Info Sheet: PBSC FA: SAP Report - This report will provide information on students SAP status so that the District Financial Aid office can have statistic information and contact the students, as necessary.

PDF:  SAP Appeal - Approve or Deny

PDF:  Incoming Transfer Max Timeframe SAP and SAP Evaluation

PDF: Initiate SAP Appeal for Students with Failed Status - This job aid details how to initiate a SAP appeal for a student with failed status.

Shared Student Records Tasks

PDF:  View Residency - for current, past or future Academic Periods.

Work-Study

PDF:  Info Sheet: Work-Study Position Request Processing - How to access the submitted request from a student and process

PDF:  Info Sheet: Work Study Reports

General

VIDEO:  Introduction to Searching for Students in Workday (3:15 min)

VIDEO:  Student Financials Tab Tour (8:02 min) 

VIDEO:  SAS Basics (7:28 min) - This recording of our End User Training session goes over how to view student account transactions and accounting, create/view/edit a student financial note, review of Department Deposit and recording a Cash Sale, as well as CashNet payments.

VIDEO:  End of Day (6:09 min) - This recording of our End User Training session discusses some of the End of Day features and tasks available to SAS representatives in Workday and in CashNet.

PDF:  Info Sheet- Employee Record VS Student Records - how to search for and access each type of record/profile for an individual.

PDF:  Navigation Cheat Sheet

PDF:  Scan and Attach Documents - How to scan a document, save using Adobe Acrobat Pro DC and then upload to Workday.

PDF:  Student Notes - View, Add & Edit        

Looking for Job Aids on "Regular Customer" related Finance topics? Head to the Workday Training Page and click on the first Workday Financials tab for all training materials related to those subjects.

Student Payments & Outside (Private Donor) Scholarships

VIDEO:  Payments (7:28min) - This recording of our End User Training session discusses some of the Payment recording features and tasks available to SAS representatives in Workday and in CashNet. 

PDF:  View Student Payment

PDF:  Record Outside Scholarship Checks

PDF:  Adjust Student Payment 

PDF:  Record Cash Sale

PDF:  Apply Student Charge Item

PDF:  Record Outside Scholarships - Also known as Private Donor Scholarships

PDF:  Cancel Student Refund

CashNet and eMarket

PDF:  CashNet Student Payment - Cash

PDF:  CashNet Non-Student Transactions - Cash & Check

PDF:  CashNet (eMarket) Non-Student Transactions- Credit Cards - Synopsis of what the Non-Student will do to check out in the eMarket, then what the SAS rep will do at the end of each day to deposit these transactions. 

PDF:  Customer Invoice Payments in CashNet - and how to then apply these payments in Workday.

Student Deposits

PDF:  Create Student Deposit 

PDF:  Find Student Deposit

Sponsor

PDF:  Find Sponsors

PDF:  Create and Edit Sponsor - Manager task only 

Student Sponsor Contracts

PDF:  Find Student Sponsor Contract

PDF:  Create & Edit Student Sponsor Contract - Manager Task only

PDF:  Sponsor Contract - Custom Objects for Exemptions

PDF:  Add or Remove Student on Sponsor Contract

PDF:  Recalculate Student Sponsor Contract

PDF:  Record and Apply Student Sponsor Payment

PDF:  Create Student Sponsor Refund

PDF:  Create and Print Invoice - If only one student on contract

PDF:  Create and Print Consolidated Invoice - If more than one student on a contract

Student Waiver Items

SAS Staff:  

PDF:  Find Student Waiver Items

PDF:  Waivers & Exemptions - Process Request and Check Custom Object Boxes. 

VIDEO:  Exemptions, Custom Objects & 3rd Attempt Appeals (5:35 min) - This recording of our End User Training session discusses processing these types of waivers. 

PDF:  Manual Student Waivers for Space Available Courses - Process Request and Apply Payment to Student Charges. 

VIDEO:  Space Available Waiver (6:10 min) - This recording of our End User Training session discusses processing these types of waivers. 

Manager:

PDF:  Create & Edit Student Waiver Item

Internal Documentation

 Links to the Knowledge Base Articles which house the Internal Documentation Word .docs on these tasks. 

        Create Student Charge Item

        Direct Loan Plus

        Create Manual Settlement Run  

Internal Documentation articles available in the Student Recruiting Knowledge Base Category. You will be required to log in with your PBSC credentials to access these articles. 

General

PDF: Info Sheet- Employee Record VS Student Records - how to search for and access each type of record/profile for an individual.

PDF:  Scan and Attach Documents - How to scan a document, save using Adobe Acrobat Pro DC and then upload to Workday.

Prospects

PDF:  Create Student Prospect 

PDF:  Find Student Prospect 

PDF:  Inactivate or Reactivate Student Prospect

PDF:  Add Recruitment Raiting to Prospect

Events

PDF:  Recruiting Event – Create, Edit, Reschedule, Copy and Cancel

PDF:  Find Recruiting Event 

PDF:  Invite and Register Students to a Student Recruiting Event

PDF:  Check-In Prospect to Student Recruiting Event - Check-in a registered prospect, a walk-in and remove a checked-in prospect.

Engagements

PDF:  Send Ad Hoc Engagement to Prospect

PDF:  Manage Prospects Engagement Preferences - Opt prospect out of, or back into, Student Recruitment Marketing Engagements. 

Easier to Use!

One of the benefits of Workday is, with just a few clicks you have access to a wealth of information all in one place. Student information that was spread out amongst many sites can now be primarily found through a student's profile in Workday. See the handy infographic below for just a few examples of this consolidation.