Academics

Welcome to the Workday Student Training section of the Operational Transformation website!

This website is designed to provide all the necessary information and resources related to Workday Student Training. On this page, you will find a variety of materials for students, faculty, and staff to assist you in working with Workday academic modules.  We will continually update this page with more information and updates.

We would like to encourage you to visit the Workday Student Training page regularly to stay up-to-date.

 

 

Do you need support with Workday?

If you need help with Workday, please submit a ticket through ServiceNow. Our dedicated team is ready to assist you with any Workday-related questions or issues. Please note that you must use your Gallaudet credentials to log into ServiceNow and submit a ticket.

Submit a ticket via ServiceNow

Please refer to the following list of job aids for assistance with Workday Student tasks. Select the link to access the job aid you need to review. You may be required to login to MyGU to access the PDF document.


Workday Student Terminology
Workday Icon Glossary 

Academic Plans, Advising, and Registration

Academic Plans

Create an Academic Plan and Schedule Job Aid

Academic Advising

Request Dissertation Topic, Committee, and Defense Job Aid
View my Important Contacts and Support Network Job Aid

Registration

Register for Course Section Job Aid
Registering for Classes From Saved Planned Schedule Job Aid
Register for a Waitlisted Course Section Job Aid

New & Continuing Student Onboarding

New Student Onboarding Job Aid
Continuing Student Onboarding Job Aid
Viewing and Updating Emergency Contact Information Job Aid

Financial Aid

Accept and Decline Awards Job Aid
Award Communications Job Aid
Completing Action Items Job Aid
Financial Aid Student Site Job Aid

Manage Student Profile Information

Requesting Student Clubs and Organizations Job Aid
Update Contact Information Job Aid
Update Personal Information Job Aid
View and Update Friends and Family Information Job Aid
View and Edit Name Information Job Aid

Student Financial Services

Set Up My Payment Elections and Refunds Job Aid
Updating My Payment Elections and Refunds Job Aid
View and Print 1098-T Job Aid

Student Records, Grades, and Transcripts

Apply for Program Completion Job Aid
Create Class Schedule Job Aid
Declaring a Major and Adding Additional Programs/Adjustments Job Aid
Dropping a Course Job Aid
Request Transcript Job Aid – In Progress to Be Posted
Register for Classes Job Aid
Register for a Waitlisted Course Section Job Aid
Request Prerequisite Overrides for a Course Section Job Aid
Request & Return from a Leave of Absence Job Aid
View Student Notes Job Aid
View My Academic Record Job Aid
View My Grades Job Aid
View My Holds Job Aid
View My Schedule Job Aid

Please refer to the following list of job aids for assistance with Workday Student tasks. Select the link to access the job aid you need to review. You may be required to login to MyGU to access the PDF document.


Teaching Application, Course Sections, and Grading

Assign Final Grades Job Aid
Viewing Course Section Components Job Aid
Verify Participation for My Course Section Job Aid
View Course Section Roster Job Aid
View Teaching Schedule Job Aid
Change Final Grade for Student Job Aid

Please refer to the following list of job aids for assistance with Workday Student tasks. Select the link to access the job aid you need to review. You may be required to login to MyGU to access the PDF document.


Academic Advising

Reviewing & Approving Dissertation Proposals  – Navigation Specialist Job Aid
Commonly Used Tasks and Reports in Advising
Reviewing Dissertation Proposal Job Aid
Managing Override Academic Requirements Job Aid
Creating, Editing, and Viewing Practical Learning Job Aid
Managing Special Populations and Cohorts – GU Advising Administrator – Job Aid
GU – Advising Dashboard Overview Job Aid 
Update Student Program Completion Job Aid
Managing Academic Plans for UG and ASLC Students
Managing Academic Plans for GR Students 

Academic Foundations & Student Core

Commonly Used Tasks and Reports in Academic Foundations
Creating Student Eligibility Rules Job Aid
Creating Student Hold Reasons Job Aid
Managing Student Holds Job Aid
Managing Student Notes Job Aid

Financial Aid

Commonly Used Tasks and Reports in Financial Aid
Creating and Maintaining Action Items Job Aid
Financial Aid Navigational Job Aid
Fix It Cancel Complete Action Item Events Job Aid
Managing Student Holds Job Aid

Recruiting & Admissions

Commonly Used Tasks and Reports in Recruiting & Admissions
Financial Aid Navigation Job Aid
Manage Application Grouping Job Aid
Managing Admissions Counselors’ Job Aid
Managing Student Tags for Admissions Job Aid
Mass Operations Management – Finalizing Application Decisions Job Aid
Viewing and Managing Student Applicant Types Job Aid

Student Financials

Commonly Used Tasks and Reports in Student Financials
Managing Student Holds Job Aid
Reviewing & Withdrawing Student’s Financials Job Aid

Student Records & Curriculum

Academic Record Status Reason Job Aid
Changing Student Program of Study Record Job Aid
Commonly Used Tasks and Reports Job Aid
Commonly Used Tasks and Reports Student Records
Create Special Topics Course Job Aid
Creating a New Course in Workday Job Aid
Deceased Student Event Job Aid
Manage Student Cohort Membership Job Aid
Manage Veteran Services and Military Status Job Aid
Managing Course Sections Job Aid
Managing Course Section Waitlist Job Aid
Managing Courses Job Aid
Managing Graduation Apply and Program Completion Job Aid
Managing Student Accommodation Job Aid
Managing Student-Athletes and Associated Information Job Aid
Managing Student Holds Job Aid
Managing Student LOA, Withdrawals, and Dismissals Job Aid
Managing Student Personal Information Job Aid
Managing Student Program of Study Job Aid
Mass Register Students’ Job Aid
Creating Registration Appointments Job Aid
Registration Drops and Soft Drop Job Aid
Registration Troubleshooting Console – Administrator View Job Aid
Reviewing and Approving Student Clubs and Organization Job Aid

Screenshot of the Workday Landing Page upon accessing Workday.

1. Menu – The Menu in Workday includes applications and shortcuts that allow for easy access and navigation in the system. The structure of applications and shortcuts can be edited to personal preferences.

2. Gallaudet Icon – The Gallaudet University icon will work as the home button in Workday. You can use this as an easy way to access the home page and its applications.

3. Search Bar – The Workday search bar in Workday allows users to quickly find and navigate to specific tasks, reports, and records within the system.

4. Notifications – Notifications in Workday provide timely alerts and messages, keeping users informed about important tasks, deadlines, or updates within the system. Users can select the notifications icon to find more details about specific notifications and messages.

5. My Tasks – The latest Workday Release has replaced the Inbox feature with My Tasks, which offers an improved navigational experience. You can easily access all the features of your old Inbox from the new Navigation panel, which you can collapse to maximize screen space. You can search for task titles across All Items, Archive, and Filters to find and work on tasks more efficiently. You can also sort and organize your tasks as per your preference. You can choose between two different views of your tasks using the new Display Density options. The Simple view allows you to quickly browse through task titles, while the Detailed view provides additional information about each task. You can use a saved search to automatically organize all tasks that match specific search criteria.

6. Profile – The Profile icon in Workday typically represents a user’s personalized account settings and preferences. By selecting on this icon, users can access their profile to view and update personal information, adjust privacy settings, and customize preferences for an enhanced user experience within the system.

Workday Accessibility optimizes tasks for users on assistive technology, referencing standards set by:

  • The W3C Web Content Accessibility Guidelines (WCAG) 2.1.
  • Section 508 of the US Rehabilitation Act.
  • ETSI (European Telecommunications Standards Institute) EN 301 549

Workday accessibility features enable users on assistive technology to:

  • Use compatible assistive technology like a screen reader for text-to-speech output.
  • Use keyboard support to navigate through Workday without a mouse.
  • View Workday with high color and contrast, improving legibility for all users.

Accessibility in Workday is available to all users upon signing in to Workday and requires no additional configuration in Edit Tenant Setup tasks. For more information about accessibility, check out the Workday Accessibility Website by selecting the link below.

Accessibility within Workday





Questions, Comments, Feedback or Ideas?

Please let us know about your experience with Workday.

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Let’s learn and succeed together!

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FAQs

Other FAQs

Effective dating is a feature in Workday that offers several benefits for configuration management. Firstly, it allows making changes that will come into effect in the future, which means that strategic planning can be done without causing disruptions to current operations. Secondly, it saves time by enabling changes to be made in advance and offers greater flexibility in updating configurations as needed. Thirdly, it maintains a version history of configurations, providing a clear audit trail of changes over time for accountability and compliance purposes. However, effective dating can also complicate transactions, especially when dealing with overlapping or conflicting effective dates. Therefore, it requires careful management and attention to detail.

Overall, effective dating in Workday enhances configuration management by providing a structured approach to managing changes over time, balancing the need for flexibility with the requirement for accuracy and compliance.

Examples of Effective Dating in Workday:

    • Business Process (BP) changes to add a new step condition in the future
    • New pre-requisites for a course for a future academic year
    • A student has been processed to take a Leave of Absence (LOA)

 

Business Processes

Business processes in Workday offer several key benefits. They provide a structured workflow for completing tasks and achieving business objectives, ensuring consistency and efficiency in operations. Workday assigns tasks to appropriate roles based on their security group membership, enforcing security and business rules and ensuring that tasks are completed by authorized personnel. Any user with the right role can initiate a business process, allowing for flexibility in starting processes and promoting user autonomy. Business processes also notify responsible users at each step and progress based on their feedback, enabling real-time tracking of process status and facilitating timely decision-making. Additionally, business processes in Workday can be customized or copied to suit different organizational needs, providing flexibility and reusability of process definitions. Subordinate organizations inherit the business process definitions of superior organizations, promoting consistency across the organization unless customized definitions are specified. Overall, business processes in Workday help organizations streamline their operations, enforce business rules, and ensure that tasks are completed efficiently and effectively.

Business Process Definition

The business process definition in Workday is a list of tasks and responsible roles that make up the process. Workday offers a graphical view of these processes for communication and confirmation purposes. You can’t change the step type of existing steps in a business process definition, but you can remove and add steps as needed. When copying or linking to a business process definition, the effective date cannot be set before the original creation date.

Business Process and Security

Each step in a business process definition in Workday is linked to a security group determining who is responsible for that step. The business process is governed by a business process security policy, dictating who can start the process, perform action steps, act on the entire process, approve or cancel steps, and reassign tasks. Audit trail entries are generated when you tag a business process and modify its security policy. The Audit Trail Report records multiple entries when a security policy is edited for the first time without changes. Even before activating the change, an entry is logged for any security change to the policy. Updating security policy permission prompts is reflected in the Lineage column of the report, showing the path to the section on the policy but not the specific change. When inactive security groups in your tenant are associated with actions no longer available in the policy, you can remove them using the “Remove Inactive Security Groups from Unavailable Actions” task found under Business Process Administration, Security Activation, and Security Configuration.

Examples of Student Business Processes:

    • Program of Study Event
    • Financial Aid Action Item Event
    • Student ISIR Event
    • Add Program of Study Event
    • Student Onboarding Event

 

When you interact with the “Submit Button,” you are working with a Business Process in Workday.

Screenshot of the Workday submit button

Programs of Study Overview

The Programs of Study at Gallaudet University offer several benefits. Firstly, they provide structured educational paths for students, ensuring that they meet the educational objectives set by the university. Secondly, these programs represent the educational objectives offered at Gallaudet University, providing students with a clear understanding of what they will achieve by completing the program. Thirdly, Programs of Study drive the student’s academic experience, offering a curriculum that is relevant to their chosen field of study and interests.

Program of Study Types Overview 

At Gallaudet University, the study programs offered are classified into four different types, each having specific characteristics:

  • Certificate: This type of program grants credentials and has a program focus. It provides specialized training in a specific field or skill set.
  • Major: A major program grants credentials and has a program focus. It represents the student’s primary area of study in their undergraduate or graduate program.
  • Program: This type of program grants credentials and has a program focus. It refers to a structured course of study at the undergraduate and graduate, leading to a degree or certificate.
  • Non-Credit: This type of program does not grant credentials and may or may not have a program focus. It is often used for non-degree courses or workshops. 

At Gallaudet University, undergraduate students are admitted into an Undeclared major and declare a major later in their academic experience. Graduate students, on the other hand, are admitted into a major upon matriculation, indicating their primary area of study from the beginning of their program.


Educational Credentials
 

Educational Credentials are the credentials that students at Gallaudet University receive upon completing a program of study, such as a Bachelor of Arts.


In Workday Human Capital Management (Workday HCM), you can use academic units to manage appointments and keep track of someone’s academic career at Gallaudet University. There are different types of appointments, like active, terminated, emeritus faculty, clinical faculty, contingent workers, and visiting academics. Sometimes a faculty member can have more than one appointment at the same time, like being a Professor in the Biology department and also serving as Dean.

Academic appointments are used to keep track of someone’s time at Gallaudet University and their relationship with an academic unit over time. Even though it’s not a job, you can link an appointment to a filled position if you want.

Workday has three business processes to track academic appointments for paid and unpaid academic members, which include important dates, academic unit affiliation, rank, title, and tenure status. You can also record other types of appointments, like administrative, adjunct, and courtesy appointments, as well as participation in centers, institutes, and programs.

The academic appointment business processes are available as related actions on Academic Units, Academic Workers, Academic Affiliates, and Students.

Workday Security refers to the system and processes used to control access to data and functionality within the Workday platform. Workday Security ensures that users have the appropriate level of access to perform their job duties while protecting sensitive information from unauthorized access. This includes defining roles and permissions, managing user access, and ensuring compliance with security policies and regulations. Workday Security plays a crucial role in maintaining the confidentiality, integrity, and availability of data within the Workday system.

Role-Based Security: This is the foundation of security in Workday. Roles define a set of permissions that determine what actions a user can perform and what data they can access. Users are assigned roles based on their job responsibilities.

User-Based Security: User-based security allows administrators to define additional security settings for individual users, such as restricting access to sensitive data or functions.

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Workday Student

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