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Workday Student Training for Staff

This page contains Job Aids and Videos for Staff on the most common tasks that you will conduct in Workday Student based on your functional stream. Remember to check the Knowledge Base folder for your Functional Stream for all Internal Documentation files.

Note: Workday Training materials and videos are only accessible to PBSC faculty, staff and students. You will be prompted to login using your credentials.

We recommend you do not print the Job Aids as business processes may change. For up-to-date resources, please bookmark this page to reference the most current process.

 

Have You Heard?

Communications designed to spotlight specific Workday Student enhancements, frequently asked questions and/or requested topics.

 


Before You Begin:

Before you begin your journey with Workday Student, here are some training materials that you may find helpful:

VIDEO: Navigating Workday: The Basics for staff - Covers the basics of the Workday Homepage, Worklets, the Inbox, Business Processes, the Search Feature and Related Actions. (8:39 min video)

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

PDF:  Add and Remove Worklets

PDF: Change Search Preferences

PDF:  Use Tools and Navigation

PDF:  Inbox

EXCEL: Workday Student Terminology Glossary

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


 

Click on the drop down bar below to access the training materials for the area indicated:

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.

General

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

 

Course

(Academic Services Staff Only)

PDF:  Create a Course

PDF:  Create Student Eligibility Rules - Course Requirement  - pre and co-requisites 

PDF:  Create Student Eligibility Rule - Combination

PDF:  Create Student Eligibility Rule - Program of Study

PDF:  Configure Student Course Fees

PDF:  Repeatable for Additional Credit

PDF:  Add New Course Version - for substantive changes post committee approval.

PDF:  Edit Course Version - to edit minor changes such as misspellings.

VIDEO: Create Courses - Part A (1:03:08 min) - This recording of our End User Training session demonstrates concepts for creating courses such as effective date vs first available date, repeatable for additional credit, adding a new course version, grading basis, propagating course changes to sections, last available date, reactivating a course, editing a course version, as well as have a discussion on how course fees are updated/configured.

VIDEO: Create Courses - Part B (1:33:43 min) - This recording of our End User Training session demonstrates concepts for creating courses such as adding co-requisites to a course, review concepts of eligibility and creating student eligibility rules, maintaining course categories and maintaining course tags.


Course Sections

Employee:

PDF:  Course Section - Create and Edit

PDF:  Edit Course Section - Add Course Time, Room, Instructor, Delivery Mode

PDF:  Edit Course Section - Web Component, Hybrid, or Online

PDF:  Edit Course Section - for Honors

PDF:  Course Section - Publish

PDF:  Course Section - View

Video: Hide Course Section (14:02 min) -  A walk through of the three ways to HIDE a course section. NOTE: The first two methods shown are the preferred methods to use.

PDF:  Course Section - Cancel

Video: How to Cancel a Course Section ( 13:01 min) 

PDF:  View Course Section Date Controls

PDF:  Configure Course Section Colocation

PDF:  Propagate Course Section Date Changes - Changes to Start date  

PDF:  Maintain Custom Meeting Patterns

PDF:  Period Activity Pay

VIDEO:  Maintain Course Section Cluster (10:07 min)

VIDEO: Basics of Creating Course Sections - Credit Courses (1:22:22 min) - This recording of our End User Training session demonstrates concepts for creating course sections for credit courses such as creating & editing course sections, custom meeting patterns, Colocation, course section clusters, multiple instructors (team teaching), adding Honors details, hide & cancel sections, publishing course sections and an introduction to CollegeNET.   

 

Manager:

PDF:  Course Section - Mass Publish

  

CCP

PDF:  Maintain Custom Meeting Patterns

PDF:  Propagate Course Section Date Changes - Changes to Start date

PDF:  Configure Course Section Colocation

PDF:  Cancel Course Section 

VIDEO:  Create Course Sections - CCP: Choosing start date and end dates (3:33 min)

VIDEO:  Create Course Sections - CCP: Steps in creating course section up to course section tags (5:58 min)

VIDEO:  Create Course Sections - CCP: Course section tags (3:38 min)

VIDEO:  Basics of Creating Course Sections - CCP Courses (1:23:49 min) - This recording of our End User Training session explains to CCP Academic Management Staff the basics of how to create CCP corse Sections within Workday.

 

Course Section Oversight

(Academic Services Only)

VIDEO: Course Section Oversight (1:08:37 min) - This recording of our End User Training session discusses some of the features and tasks available to a restricted group of Academic Management staff in Workday regarding Course Section Oversight.

 

Instructor Eligibility

(Academic Services Only)

PDF:  Designate Instructor Eligibility

VIDEO: Instructor Eligibility (34:06 min) - This recording of our End User Training session explains the basics of how Instructor Eligibility will be managed by Academic Management Staff within Workday. 

 

Integrations & Instructor Load and Overload

(Academic Services Only)

PDF:  INT111C-Course Section Bookstore Boomerang

PDF:  INT109-Course Section Date Control Overrides Boomerang

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 Records Knowledge Base Category. You will be required to log in with your PBSC credentials to access these articles. 

 

General

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

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

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

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: Academics Tab Tour - an explanation of each internal tab on the Academics tab of a student's profile and its relevance to Student Records. 

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

PDF:  View Academic Unit Policies

 

Academic Progress, Academic Requirements & Academic Standing

PDF:  View Academic Progress - View a student's Academic Progress (Degree Audit)

PDF:  Launch Academic Progress Evaluation

PDF:  View Academic Progress by Groups

PDF:  Evaluate Academic Requirements - for a student

PDF:  Override Academic Requirement Effective Date

PDF:  Find Academic Requirement Definitions - View 

PDF:  Find Restricted Requirement Group Definitions

PDF:  Academic Standing - View

 

Curriculum Management Shared Tasks

PDF:  View Course Section Date Controls

PDF:  Course Section - How to search for and view course sections as well as where to view pre / corequisite information.

 

Cohort Tasks

VIDEO: Cohorts (14:46 min) - This recording of our End User Training session explains the basics of how Cohorts are used in Workday and outlines the steps to add and remove students from Cohorts.

PDF:  Add/Remove Student from Cohort 

PDF:  Add Student Records to Cohort - How to mass add students to a cohort

PDF:  View Student Cohort History

PDF:  Find Student Cohorts  

 

Duplicate Records

PDF:  Manage Duplicate Records 

VIDEO: Duplicate Records (6:16 min) - This recording of our End User Training session explains how Duplicate Records are managed in Workday.

  

Educational Institution and Transfer Credits

PDF:  Educational Institutions - Find, Create and Edit

PDF:  Educational Institutions Course Catalog - View

PDF:  Educational Institutions Course Catalog - Create and Edit

PDF:  Transfer Credit Rules - View

PDF:  Transfer Credit Rules - Create and Edit

VIDEO: Transfer Students (14:08 min) - This recording of our End User Training session explains how to view Transfer Credit information for Transfer Student.

 

External Records

PDF: Create Student Prospect

 

External Transcripts

VIDEO: Transcript Basics (12:25 min) - This recording of our End User Training session demonstrates how to add an Educational Institution to a student's profile for transcript attachment to, add a received transcript, view a students transcripts, how to request an official PBSC transcript for the student and then print that official transcript.

PDF:  Add & Edit Educational Institution - How to add a high school or college/university that the student attended to their record so a transcript for that institution can be added.

PDF:  Add & Edit Transcript - High School - How to Manually Add and Edit a High School transcript.

PDF:  Add & Edit Transcript - Post Secondary - How to Manually Add and Edit a Post Secondary transcript.

         

Test Results and Placement Testing Status

VIDEO: Testing (19:39 min) - This recording of our End User Training session demonstrates how to input and edit test scores (results) a Student and Applicant profile.

PDF:  Add Test Results - How to Manually Add and Edit as well as how to view Placement Testing Status.

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:  Add & Edit Competencies - This also includes Foreign Language and Civic Literacy

  

General Student Record Information

VIDEO: Records Basics (18:31 min) - This recording of our End User Training session demonstrates how to edit a student's Personal and Emergency Contact (Friends & Family) information and edit a students Name and Personal Information.

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.

PDF:  View Student Support Network

PDF:  Find Historical Academic Record

  

Grades and Participation

PDF:  Auditing a Class - How to change a grading basis for a course section a student has registered for and would like to Audit. 

  

Graduation

PDF:  Assign Student Honor or Award

Additional training materials for Graduation related tasks are also available as Internal Documentation articles in the Student Records Knowledge Base Category. You will be required to log in with your PBSC credentials to access these articles.  

 

Holds and Overrides

PDF:  View Students Action Items and Holds

PDF:  Holds- View, Remove, Override and Apply

VIDEO: Holds (7:08 min) - This recording of our End User Training session explains how to apply, update, override and remove common holds on a student's profile.

PDF:  Overrides and Bypass Registration Restrictions - Such as Corequisites and Prerequisites

PDF:  Override Academic Requirement Effective Date

  

Notes

PDF:  Notes - View, Add and Edit 

 

Program of Study

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

PDF:  Program of Study Process - How to process adding, removing, making primary, ect. 

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).

  

Registration

VIDEO: Registration 101 (8:26 min) - This recording of our End User Training session demonstrates how to view a a student's Registration Appointment, register a student for a course section manually, and how to Bypass any registration holds or restrictions. 

VIDEO: Registration 102 (12:29 min) - This recording of our End User Training session demonstrates how to Drop and Withdraw a student from a registered course section, change a grading basis to Audit upon student request, view a student's Registration Audit History, as well as how to view course sections, their details and a course section roster.

PDF:  Troubleshoot Registration Console - A handy report to assist Staff in investigating why a student is unable to register for a course. 

PDF:  View Registration Appointment

PDF:  Register Student for Course

PDF:  Drop Student from Course Section

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

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.

 

Registrar Tasks

These are tasks and reports limited to Registrars and their identified support staff only.

VIDEO:  Registrar Tasks (10:28) - This recording of our End User Training session demonstrates how to mass register students for a course section, withdraw students as per an appeal, assign student grades, view/calculate/edit a students academic standing, and how to change a students primary campus location.

PDF: Mass Register Students - Allows Registrars to mass register groups of students, or by student cohort, for course sections.

PDF: Withdraw Student from Course Section

PDF:  Assign Student Grades as Staff

PDF:  Calculate and Edit Academic Standing for Student

PDF:  Manage Privacy Settings for Student 

PDF:  Change Location for Student - Change a student's primary campus. 

 

Residency

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 when they provide you with documentation in person or via email. Also, how to update a students Residency if it changes after initial review(change). 

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

 

Transcripts

PDF:  Request Official Transcript - on behalf of student as a staff member.

PDF:  Print Official Transcripts - as staff

PDF:  Generate Unofficial Transcript- as staff

 

Transcript Evaluation

PDF:  Educational Institutions - Find, Create and Edit

PDF:  Educational Institutions Course Catalog - View

PDF:  Educational Institutions Course Catalog - Create and Edit

PDF:  Transfer Credit Rules - View

PDF:  Transfer Credit Rules - Create and Edit

VIDEO: Transfer Students (14:08 min) - This recording of our End User Training session explains how to view Transfer Credit information for Transfer Student.

PDF:  Add & Edit Educational Institution - How to add a high school or college/university that the student attended to their record so a transcript for that institution can be added.

PDF:  Add Transcript - How to Manually Add and Edit

PDF:  Notes - View, Add and Edit 

PDF:  Holds- View, Remove, Override and Apply

 

Transient, High School Dual Enrollment & Early Admissions Students

VIDEO: Transient & Dual Enrollment (15:52 min) - This recording of our End User Training session explains how to process High School Dual Enrollment & Early Admissions students as well as incoming Transient students for registration restriction overrides, and how to run the Florida Shines Transient Student to Review report.

PDF:  Transient Student Process - How to override Course Restrictions for an incoming transient student to register.

PDF:  High School Dual Enrollment & Early Admissions Process - How to review Course Restrictions and and process registration overrides for qualified students.  

 

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.

 


 

infographic that explains the "related actions" icon in Workday

 


 

infographic explaining how to drill down to information in a report in Workday.

 


 

Infographic explaining how Course sections work within Workday

 


All set? Head over to your Workday Homepage and get started!

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