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Workday Resources for Administrative and Support Staff

Welcome to your go-to resource hub for Workday at Gallaudet University! This page is designed to provide you with the essential tools and information you need to navigate Workday HCM, Workday Finance, and Workday Student. Whether you’re managing HR tasks, processing financial transactions, or supporting academic operations, you’ll find step-by-step guides, tutorials, and support to help you work efficiently and effectively. Stay organized, streamline your tasks, and maximize your Workday experience.

Basics & Navigation

Master Workday’s basic functions with these job aids, designed to help you navigate the platform smoothly. Learn how to access key tools and features relevant to your daily tasks.

Title Description
Workday Icon Glossary Offers a visual guide to Workday icons, enhancing user experience and system familiarity.
Workday Student Terminology Provides a glossary of Workday Student terminology, enhancing user understanding and system navigation.
Get Started with Workday Provides an introductory guide to getting started with Workday, covering basic navigation and key features.
Title Description
Accessibility in Workday Explains accessibility features within Workday, focusing on ensuring a user-friendly experience for all users.
Visibility with Mac Describes visibility enhancements for Mac users within Workday, ensuring accessibility and ease of use.
Visibility with PC Explains visibility enhancements for PC users within Workday, focusing on accessibility features and customization options.

Finance

Handle financial tasks efficiently using Workday. These job aids cover everything from budget management to payroll, ensuring you can manage financial operations smoothly.

Title Description
Financial Aid Action Item Creation and Maintenance Details the steps for creating and maintaining action items essential for financial aid processes.
Action Item Event Resolution Explains the process for resolving action items and managing event-driven tasks in financial aid.
Financial Aid Navigation Guides users through navigating the financial aid module effectively.
Financial Aid Tasks and Reports Provides an overview of essential tasks and reports within the financial aid module.
Student Holds Management Describes procedures for managing holds placed on student accounts in the financial aid context.
Title Description
Student Financial Review and Withdrawal Guides staff through the process of reviewing and withdrawing financial aid, focusing on compliance and student communication.
Student Financials Tasks and Reports Provides comprehensive insights into tasks and reports specific to student financials management.
Student Holds Management Describes methods for managing holds that affect student financial records.

Academics

Simplify your academic responsibilities with these guides. From managing academic plans to advising, these resources help you support students and stay organized in Workday.

Title Description
Academic Override Requirements Management Procedure for adding, editing, and removing academic override requirements, tailored to specific student situations.
Academic Plans for Graduate Students Instructions for graduate students to create and manage academic plans, facilitating course and requirement tracking.
Academic Plans for Undergraduate and ASLC Students Guide to managing academic plans for undergraduate and continuing education students, including course and schedule planning.
Advising Dashboard: Usage and Features Exploration of the GU Advising Dashboard, providing a central location for managing student advising needs.
Advising: Commonly Used Tasks and Reports Overview of routine tasks and reports in the advising functional area of Workday Student.
Dissertation Proposal Review for Deans Detailed steps for associate deans to review and approve dissertation proposals, including feedback provision.
Dissertation Proposals: Review and Approval Process Guidance for Navigation Specialists on the dissertation approval workflow in Workday, including document upload and sign-off.
Practical Learning Activities: Creation and Management Instructions for managing practical learning activities, including General Education CORE Engage experiences.
Special Populations: Cohort Management Steps for creating, editing, and maintaining student cohorts for special populations.
Student Program Completion Tracking Assistance for advisors in tracking and confirming student program completion within Workday Student.
Maintaining Student Appointment Busy Times Provides guidance on creating busy times for appointments within Workday.
Maintaining Student Appointment Copy Schedule Provides guidance on creating copy schedule for appointments within Workday.
Maintaining Student Appointment Availability Provides guidance on creating appointment availability for appointments within Workday.
Maintaining Student Appointment Reviewing Questionnaire Responses Provides guidance on creating questionnaire responses for appointments within Workday.
Request Student Appointment on Behalf of Student Provides guidance on creating student appointments on behalf of a student within Workday.
Maintaining Student Appointment Durations Provides guidance on creating appointment durations for appointments within Workday.
View Upcoming, Past, and Canceled Student Appointments Provides guidance on viewing upcoming, past, and canceled student appointments within Workday.

Title Description
Commonly Used Tasks and Reports in Academic Foundations Overview of frequently used tasks and reports within the Academic Foundations area in Workday Student, subject to security configurations.
Creating and Managing Student Eligibility Rules Guidance on creating, editing, and managing eligibility rules for students and applying them to courses.
Creating Student Holds Steps for registrars to create, apply, and manage student holds, including mass application and removal.
Managing Student Holds Procedures for creating reasons for student holds, applying, removing, and managing holds in bulk within Workday Student.
Utilizing Student Notes Instructions on maintaining and utilizing the student notes feature for tracking interactions, including creating and viewing notes on student profiles.

Title Description
Adding, Updating, and Removing Students on Athletic Teams Describes the process for updating and removing students from athletic teams, focusing on accuracy and compliance with sports regulations.
Create and Edit Athletic Teams Explains how to create and manage athletic teams, including scheduling, member management, and compliance with athletic regulations.
Title Description
Admissions Counselors Management Covers strategies for effectively managing admissions counselors and their assignments.
Application Decision Operations Details operations involved in making final application decisions and their implications.
Application Grouping Management Focuses on managing application groups to streamline the admissions process.
Title Description
Academic Record Status Explains the process for updating and maintaining academic record status within student records.
Course Section Waitlist Management Explains how to manage waitlists for course sections, including prioritization and student notification.
Course Sections Management Covers the management of all aspects of course sections, from creation to modification.
Courses Management Outlines the steps for creating and managing course offerings within the educational institution.
Deceased Student Event Handling Explains the procedures for managing the records of deceased students and the related administrative considerations.
Graduation and Program Completion Describes the comprehensive steps involved in planning and managing graduation and program completion.
New Course Creation Guides users through the process of creating new courses within the academic system.
Program of Study Record Change Outlines procedures for changing students’ program of study records as needed.
Registration Appointments Creation Guides staff through creating appointments for registration, focusing on scheduling and student notifications.
Registration Drop and Soft Drop Handling Describes the procedures for handling registration drops and soft drops, including the administrative and regulatory implications.
Registration Troubleshooting Console Provides troubleshooting techniques for common registration issues, enhancing the user experience and solving technical problems.
Special Topics Course Creation Instructs on creating courses on special topics that are not part of the standard curriculum.
Student Accommodation Management Focuses on the accommodation needs of students and how to manage these requirements within the student services framework.
Student Athlete and Association Information Management Provides guidance on managing student athletes, including eligibility, team assignments, and compliance with regulations.
Student Clubs and Organization Approval Details the approval process for student clubs and organizations, emphasizing regulatory compliance and student engagement.
Student Cohort Membership Management Details the management of student cohorts, including creation and maintenance for specific academic or administrative purposes.
Student Data Tasks Details common tasks and reports relevant to managing student data effectively.
Student Holds Management Explains how to manage holds placed on student records and the impact on their academic and financial services.
Student LOA, Withdrawal, and Dismissal Management Guides staff through managing leaves of absence, withdrawals, and dismissals, emphasizing procedural accuracy and compliance.
Student Mass Registration Explains the process for mass registration of students into courses and programs, highlighting efficiency and accuracy.
Student Personal Information Management Details the process for updating and managing personal information within the student records system.
Student Program of Study Management Outlines the procedures for managing students’ academic programs, including enrollments, changes, and completions.
Student Records Tasks and Reports Provides a comprehensive guide to the various tasks and reports used in managing student records.
Veteran Services and Military Status Management Provides guidelines for managing military status and veteran services within the student services framework.
Worker Profile Navigation Guides staff through navigating and managing worker profiles within the system, focusing on accessibility and data integrity.
Find and Sort Academic Records by School Provides guidance for School Directors to use the Find Academic Records Report and sorting by Academic Level, Program, or School for student count.
Managing Student Program of Study Provides instructions to registrars on how to change a student’s primary program of study, add additional programs, concentrations, and specializations, and remove a program of study.
Accommodations Cohort Management Provides help accommodations administrators view, update, modify, or inactivate criteria-based accommodations within Workday.

HCM/HR

Get the tools you need to manage HR tasks with ease. From onboarding new team members to tracking time and performance, these resources keep you organized and efficient.

It is a module within the Workday platform that is a comprehensive suite of Human Resources (HR) and talent management applications designed to help Gallaudet University to manage its workforce effectively. Key features of Workday HCM include:

  • Core HR
  • Talent Management
  • Workforce Planning
  • Time Tracking and Absence Management
  • Payroll
  • Reporting

For more information about terminology check out the Workday Terminology List on MyGU

General FAQs

Yes! Within Workday Student, during the registration process, a student can view functionality called Registration Troubleshooting. The student can view reasons why they do not meet the requirements for a particular course. For example, prerequisites still need to be met.

Advisors have access to view the academic plans created by students, and they can also create a plan for the students to review. Moreover, an advisor can approve an academic plan to ensure everyone is aware of the academic plan the student is progressing through.

Yes! This can be viewable within the Academic Plan and Academic Progress when 2 concentrations or minors are required.

No limit exists as to how many alternative plans a student or advisor can create within Workday. All iterations of alternate plans can be viewed by the advisor and student, and can be removed once created.

If you come across any alert errors related to the Typical Periods Offered data element, don’t worry. In Workday, you can indicate which courses have Typical Periods Offered to assist with Planning. However, Gallaudet University doesn’t follow a curriculum based on this data. Instead, Academic Plans are being developed to support the current curriculum design and determine when students should take a particular course.

This error won’t prevent the advisor or the student from updating their Academic Plans.

The status would be different. Please see the list of available statuses:

Workday displays these statuses for the selected courses:

Did Not Enroll – if the student didn’t take the course in the academic period listed in the plan.

Eligible to Enroll – if the student has satisfied the requirements for enrolling in the course in the current or future academic periods.

Eligible to Enroll – Planned – if the course is on the student’s academic plan.

Enrolled – if the student is currently enrolled in the course. Example: If the student enrolled in a nonrepeatable course for a future academic period.

Failed – if the student didn’t earn the passing grade entered for Earn Units on the Student Grading Scheme. Workday also displays the academic period in which the student took the course. If the course is repeatable, Workday indicates if the student took the course more than once. Example: For a repeatable course taken more than once, having failed the most recent registration, Failed Fall 2024, Multiple Attempts.

Not Eligible – if the student hasn’t satisfied the prerequisites to enroll in the course for the current or future academic period.

Passed – if the student has already earned credit for the course. Workday also displays the academic period in which the student took the course. Workday indicates if the course is repeatable and taken more than once. Example: For a repeatable course that the student took in a previous academic period and passed, Passed Spring 2024, Repeatable. For a nonrepeatable course passed in a previous academic period, Passed Fall 2024.

Transfer Credit Applied – if the student received transfer credit. If the course is repeatable, Workday indicates the course repeatability. Example: Transfer Credit Applied, Repeatable.

Withdrew – if the student dropped the course with a W grade.

ServiceNow: Submit Ticket

If you didn’t find the answer you were looking for on the Workday student resource page, please submit a ticket below. Once processed, you will receive a confirmation from the IT Service Desk, normally within 24 business hours.

Submit a ticket via ServiceNow

Questions, Comments, Feedback or Ideas?

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Workday at Gallaudet

(202) 651-5000

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