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Administrator Guide
Last Updated: 2024-03-08
Steps: Manage Student Cohort Memberships for Applications

Steps: Manage Student Cohort Memberships for Applications

  • Create student cohorts.
  • Ensure security access to the applications of the applicant members you want to manage.
  • Evaluate if users interacting with applications also need access to the academic record memberships in student cohorts. Configure their security access accordingly.
Student cohorts for applications enable you to organize the applicant population in a secure manner. During the student's applicant stage, you can add 1 or more applications to a student cohort. Upon matriculation, the applicant memberships in a cohort transfer to an associated academic record. As a result, Workday enables you to track cohort memberships throughout the lifecycle of the student.
Example: You can create student cohorts for tuition discount or tuition guarantees. By adding applicants to these cohorts, you can retain students' application details after they matriculate. Upon matriculation, Workday considers the academic record of the applicant as part of the same cohort.
You can add student applications to manual cohorts only, not criteria-based cohorts. To add an application, the application must be active and the student unmatriculated.
  • Add a Student Application to Cohorts
    1. Access the
      Add Applicant to Cohort
       task.
    2. Select when the application begins membership in the selected cohorts. The date must be in the past or the current date.
      Security:
      Manage: Student Cohort Membership for Applicants
       domain in the Academic Advising functional area.
  • Remove a Student Application from Cohorts
    1. Access the
      Remove Applicant from Cohort
       task.
    2. Select when the application no longer belongs to the selected cohorts.
      Security:
      Manage: Student Cohort Membership for Applicants
       domain in the Academic Advising functional area.
  • Add or Remove Multiple Student Applications to or from a Cohort
    1. Access the
      Find Student Applications
       report.
      You can filter the results by facets.
      Security:
      Reports: Student Prospect Records
       domain in the Student Recruiting functional area.
    2. Select individual or all applicants from the results.
    3. Click
      Add Applications to Cohort
       or
      Remove Applications from Cohort
      .
      Security:
      Manage: Student Cohort Membership for Applicants
       domain in the Academic Advising functional area.
    4. Select a
      Student Cohort
      .
    5. Review the notification on the notifications page.
      Drill down into the results for applications records that Workday did or didn't add or remove successfully.
  • Grant a Cohort Collection Role
    You can give other administrators access to create cohorts, based on cohort types. For this purpose, you create a new role-based security group for the cohort collection role.
    You can only add applications to manual cohorts.
    You can enable a role assignee on a cohort collection to take these actions:
    • Create and maintain cohorts in their collections.
    • Maintain the membership of applicants who currently belong to cohorts in their collections.
    You can also grant role assignees the same access you configure for roles on cohorts by enabling the role for cohort collections.
    You can then grant administrators access to add applicants to whom they don't already have access through a role on the cohort or cohort collection. Example: Configure access to a role on the
    Student Data: Student Prospect
     domain to enable administrators to add applicants to only the cohorts they manage.
    Administrators with a role on a cohort collection can use the
    Create Student Cohort for Collection
     to create cohorts for only the cohort types in the collection.
    Security:
    Manage: Student Cohorts in Collections
     domain in the Academic Advising functional area.
  • (Optional) Update Application Membership in a Cohort
    1. Access the
      Edit Student Cohort Membership for Applicants
       task.
    2. Change the effective date to the current date or to a date in the past. You can't add an application to a cohort in the future.
      Security:
      Manage: Edit Student Cohort Membership for Applicants
       domain in the Academic Advising functional area.
Workday applies processing that you configure to occur based on changes in cohort membership. Example: Workday updates the applications that your cohort role assignees can access. The permissions you grant to roles on cohorts only work for accessing the applications currently in the cohort.
View application cohort memberships on these tabs (secured to the
Student Data: Student Cohorts for Applicants
 domain):
  • Application Cohort History
     on the
    View Student Cohort History for Student
     report.
  • Applicants in Cohort
     on the
    View Student Cohort
     report.
To view academic record cohort memberships, you must have access to the
Student Data: Student Cohort
 domain.