FAQs for Faculty

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Immunizations are not part of continuing student onboarding.

All students will have a Student Profile. If a student is also a student worker, they will also have a Worker Profile, and they will be able to switch from one profile to the other by clicking a link. The default will be their Student Profile, which houses all of their academic data.

Faculty should contact the Office of Academic Advising if you are an undergraduate advisor, otherwise contact your respective college or school’s registrar.

The primary advisor will be the advisor for the first major declared by a student. When a student has not yet declared a major, their lower division advisor will be their primary advisor.

For students, this shows up on their Academics app or by selecting View My Support Network. While the Support Network is not included on the Student Profile, individual advisors are able to see all academic advisors through the “View Student Support Network for Student” report, which can be saved as a shortcut or favorite for quicker access. You will see the primary advisor and any other advisors, such as major, minor or athletics, that a student may have.

Yes, this link will take you directly Managing Student Holds for Advisors: How advisors will view and remove advising holds on student records (Job Aid)

Contact the Office of Academic Advising.

Workday allows students and their advisors to create and edit multi-year academic plans. If a student wants to explore more than one option for their degree progression, they can create multiple academic plans that show all Program of Study requirements (e.g., major, minor). As you drag these requirements into a plan, Workday provides a list of possible courses that meet the requirements and can be selected for planning purposes.

If they want, students can plan out their entire eight semesters. Plans include courses, like what is in the Bulletin. Saved schedules actually have course sections with times, days, etc.

Study abroad courses will not be visible to students in Workday. Students will work with their study abroad advisors to create schedules.

The override is specific to a section of a course.

You can find these courses on a student’s Academic Progress Report within the Bachelor Program Core Requirements block.

Individual academic advisor initiates and then routes to OUR to triage requests to ensure going out based on governance structure. If major / minor then will go to the appropriate chair. A core requirement will go to the faculty committee. The Business Process routes to the appropriate faculty committee for a bachelor program general requirements and routes to the appropriate department for major or minor requirements.
If approved, you will see the update to the student’s program in Workday. Please note, lower division advisors will not have this capability as academic overrides for Core Bachelor program requirements can only be granted by petition to the Committee on Academic Affairs.

Students can see all advisor notes with a FERPA request even if you elect to not share the note with the student.

To ensure that undergraduate majors and minors, or any specific population of students, can register in courses they need, Workday offers Reserved Seating. This holds seats for students who meet certain program or level criteria, for example 15 seats of 25 seats could be held for Psychology majors in a Psychology course. Many or all reserved seating rules will be removed during the third week of registration, at which point any student who meets the prerequisite requirements will be eligible to enroll. This means you should recommend that your advisees join a waitlist if there are no open seats (i.e., non-reserved seats) available in a course. Once the reserved seats are removed, they would have the chance to be automatically enrolled. Students do not need to worry if they do not have a full schedule by the end of the first week of registration. With the reserved seating structure we anticipate that students will continue to engage in registration activities throughout the three-week registration window.

Incomplete grades can be found in Unused Registrations in the APR. Once a final grade is submitted the section will either populate in an academic requirement or remain an unused registration if an unsatisfactory grade is earned. The Unused Registration category houses any hours attempted or earned that do not fulfill academic requirements – for example grades of incomplete, withdrawal, and fail will be housed here as well as any courses taken that do not fulfill hours requirements (e.g., independent piano lessons for a master’s level student).

The ‘Launch Academic Progress Evaluation’ button will update a student’s Academic Progress Report to reflect its most current state. You can access “View Academic Progress for Student” in the global search bar, or access the Academic Progress page on the Student’s profile. This will automatically run every evening, but you may want to run this process directly after registration, as an example, if you do not want to wait for the APR to update the following day.

Changing a Program of Study is a business process initiated by a student that requires approval. This type of request routes to the academic department.

Yes.

Once you are assigned an advisee, the Advisor Dashboard is automatically added to your landing page.

Yes, course sections will roll over from the prior offering term (e.g., Fall 2024 course sections rolled over for Fall 2025 course section review). Academic Coordinators will then review the rolled-over course sections and edit course section information, such as instructor and meeting time, before they are published by the Office of the University Registrar in advance of registration.

Academic Coordinators can create the single section with variable hours enabled and trust that the student will register for the right number of hours. The registration can be audited and the student can be followed up with to adjust hours as necessary.

Advisors can’t see the View Saved Schedules for students, but they can see the Academic Plan.

Yes, and they can register from any of their Saved Schedules.

From the Plan tab in your student profile, click on View Saved Schedules. The student picks the term they want to view. The View My Saved Schedules window opens and the student can click on the Start Registration button if registration is open, they have removed all holds by meeting with their primary advisor to remove the advising hold and completing all onboarding tasks, and they have a registration appointment.

Yes, students will use the Create Request task and select the Credit Overload request type.

If a course section has met the seating capacity the section status will update from open to waitlist, provided the course has an active waitlist. Students then follow the same process for registration. If a student selects the orange register button on a course section with a waitlist status they will register to the waitlist. If seats become available, they will be automatically promoted from the waitlist and registered in the class.

In general, students have one academic record with one primary program of study for that record. If a student is a dual degree graduate student, they would have two academic records — one for each program. Each program would have its own primary program of study. For example, a student who is a JD-MBA student would have one primary program of study for law and one primary program of study for their MBA.

Chairs can see current schedule and academic progress information for all students with a Program of Study (major, minor, certificate, etc.) in their academic department.

Yes. All holds appear in the “Action Items and Holds” section of their student profile.

Yes, here is a reference guide for the Advisor Dashboard (reference guide)

How to view your Advisees (Job Aid)

How to email your Advisees (Job Aid)

In the Global Search bar on your Workday launch page, type FIND COURSE SECTIONS. Answer the questions (except for Location, leave that blank), and then select OK. This will show you every class offered this semester. Note that you have to search for POT (part of term) classes using a separate search. You can filter on the left to section status, and if section status is Open, it means the course still has capacity. If you want to see a specific number of seats available, then you need to click into the specific course section and then look at capacity.

All adjustments submitted after publishing will be reviewed by the OUR. Reviews and approvals will be expedited during the registration period.

Students can make an override request as soon as the course schedule is published. Faculty and other responsible users should regularly check their Workday Inbox to process these requests and manage the back and forth communication with students. Also, it is important to understand that mere faculty approval does not result in immediate registration. Students will still need to register themselves in a course section once their override is approved.

Contact the Office of the University Registrar, or the respective registrar’s office for their School.

Students can join a waitlist even if they do not meet the reserved seat eligibility. Note they must have the course section eligibility (prerequisite). Once the reserved seats are released, students will be auto-promoted into the course section should there be available seats and the student does not have any time conflicts.

Students can review their Current Classes section on the Academics page of their Student Profile to confirm the course sections in which they are registered. They can also see current registrations in the Academics Dashboard.

Faculty advisers can see student schedules of their assigned advisees, and instructors can see the schedules of students on their class rosters.

For undergraduates, there is a section at the bottom of the APR that lists the Bachelor Program Core Requirements.

When a student changes their POS, their new POS becomes viewable on the Overview tab. If it is the student’s only POS, it will be set as the primary. The prior POS will be retained as a historical record but will no longer be active.

Each degree will appear as its own POS, with requirements managed independently. Registrars will have a few options in terms of how credits travel or are applied, and such procedures will be coordinated between programs and units as they are today.

In the Academic Progress report, majors and minors will have an assigned hour block requirement which will show total hours required, hours in progress, and hours satisfying the requirement (e.g., hours taken). Please keep in mind that this calculation is not available for all combined degree requirements (e.g., total 120 or 135 hours requirement for degree conferral). If you would like to determine the total hours toward a degree, please reference the academic requirement in the Bachelor Program Core Requirements. You can see the total number of remaining credits to be completed in the Remaining column. In-Progress coursework is accounted for in the calculation to display total remaining credits. Alternatively, you can review Academic History to see cumulative hours earned and Current Classes to see Enrolled Hours for in-progress coursework.

From the student’s profile, select the Academics tab and then the Overview page. You will then see a program of study overview, which delivers an Expected Completion Date.

How to assign and update grades (Job Aid)

How to add and see student notes (Job Aid)

How to see your student and advisee photos (Job Aid)

Here is a reference guide to help with understanding the Undergraduate Academic Progress Report (reference guide)

Here is a reference guide to help with understanding the Graduate/Professional Academic Progress Report (reference guide)

How to view your Faculty Schedule (Job Aid)