Steps: Manage Student Cohort Memberships for Academic Records

Create student cohorts.

Confirm or request access to the academic records of the students whose membership you want to manage.

You can manage when and which students belong to your cohorts, ensuring that membership accurately represents the purpose of the cohorts over time. Managing cohort membership helps you:

Flexibly and accurately organize your student populations so you can better support them.

Ensure that Workday applies downstream processing to the correct students.

Example: You can selectively apply calculations to only the students whose reporting record actively belongs to a cohort as of the standard start date on the academic period.

You can:

Add a student to 1 or more cohorts.

Add multiple students to a cohort.

Remove a student from 1 or more cohorts.

Remove multiple students from a cohort.

Edit when the membership status of the student in the cohort changes.

Create cohort collections based on cohort types.

Manually refresh cohorts based on criteria so that the membership includes only students who currently meet the criteria.

Apply temporary overrides to memberships for criteria-based cohorts.

When you manually add students to or remove students from a criteria-based cohort, Workday applies the changes as overrides. You can specify temporary overrides by selecting a start and end date to add or remove a student. Workday no longer evaluates the academic record against the criteria for inclusion in or removal from the cohort after dates you specify.

A student is an active member of a cohort only when 1 or more of their academic records currently belong to the cohort.

Add a Student to Cohorts

Access the

Add Student to Cohort

task.

Select when the student begins membership in the selected cohorts.

To specify a temporary override, select an option to add the student

By a Specific Date

Workday evaluates the student for the criteria-based cohort membership after the date you select.

For students with multiple academic records, select only the academic records that you want to add.

Security: Manage: Student Cohort Membership for Academic Records
domain in the Academic Advising functional area.

Remove a Student from Cohorts

Access the

Remove Student from Cohort

task.

Select when the student no longer belongs to the selected cohorts.

To specify a temporary override, select an option to remove the student

By a Specific Date

Workday evaluates the student for removal from the criteria-based cohort membership after the date you select.

For students with multiple academic records, select only the academic records that you want to remove.

Security: Manage: Student Cohort Membership for Academic Records
domain in the Academic Advising functional area.

Add or Remove Multiple Students to or from a Cohort

Access the

Find Academic Records

report.

You can filter the results by facets.

Security: Reports: Academic Records
domain in the Student Records functional area.

Select individual or all students from the results.

Click

Add Academic Records to Cohort

Remove Academic Records from Cohort

Security: Manage: Student Cohort Membership for Academic Records
domain in the Academic Advising functional area.

Select a

Student Cohort

To specify a temporary override to add or remove academic records, select an option for

By a Specific Date

Review the notification on the notifications page.

Drill down into the results for academic 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 enable a role assignee on a cohort collection to take these actions:

Create and maintain cohorts in their collections.

Maintain the membership of students 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 students 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 Profile
domain to enable administrators to add students 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) Reschedule Changes to a Student's Membership in a Cohort

Access the

Edit Student Cohort Membership

task.

Reschedule existing changes to a student's membership so that Workday accurately represents their status in a cohort over time.

Security: Manage: Edit Student Cohort Membership for Academic Records
domain in the Academic Advising functional area.

(Optional) Refresh Criteria-based Cohort Membership

Select

Student Cohort

Update Cohort Membership

from the related actions menu of a criteria-based student cohort.

For cohorts based on criteria, update the membership so only the students who currently fit the criteria belong to the cohort.

Workday:

Immediately updates the membership of the cohort.

Retains the membership status for academic records that you already applied as overrides.

Security: Manage: Edit Student Cohort Membership for Academic Records
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 academic records that your cohort role assignees can access. The permissions you grant to roles on cohorts only work for accessing the academic records currently in the cohort.

You can use these reports to verify changes to cohort membership:

Active Students in Cohort

on the student cohort profile for membership changes that you scheduled to apply immediately or in the past.

Future Cohort Membership Assignments

on the profile of a manual student cohort for membership changes that you scheduled for the future.

Cohort Membership Assignment Overrides

on the profile of a criteria-based student cohort. View overrides under the

Action

column.

View Student Cohort History for Student

for individual students. View overrides under the

Action

column.