Concept: Student Cohorts

Examples:

You can provide administrators at your institution the ability to create and maintain cohorts that serve a specific functional purpose. You create cohort collections so that other administrators can create cohorts for only that functional purpose. Example: A cohort collection for students facing disciplinary actions.

Cohort collections are based on 1 or more cohort types. Cohort Type isn’t exclusive to a single collection. When you create the collection, all the cohorts that use the cohort type are part of that collection.

You can then assign roles to the cohort collection. If a user has a role on a collection, the user automatically has a role on the cohorts that are part of the collection.

Using the

Create Student Cohort for Collection

task, the cohort collection administrator can create cohorts based on the cohort types in the collection. After creating the cohort, the administrator can view:

All current and future memberships of the cohorts in the collection.
The support roles assigned to the cohort available to the student on the
View My Support Network
report. The report is available only for academic record memberships in cohorts.

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

You can create:

Manual cohorts: Add or remove students manually.
Criteria-based cohorts: Use a saved search or custom report to populate and update the cohort automatically.

You can also specify temporary overrides for criteria-based cohort memberships for a time period. After the override date you specify, Workday continues re-evaluating the student based on the cohort criteria.

For custom reports that you create for criteria-based cohorts, you can only use indexed report fields on these business objects:

Academic Record
Student Course Registration Record
Student Program of Study Record

You can use additional report fields on the Academic Record business object for populating criteria-based cohorts. You can configure the Academic Records report data source as an extended indexed data source, then use these additional report fields in your custom reports:

Existing, not indexed report fields that are suitable for indexing.
Custom, calculated fields you create that are suitable for indexing.

Student Cohorts also enable you to organize your applicant population in a secure manner. You can add 1 or more applications for the same applicant to a cohort. When the student matriculates, the student's application memberships stay with the academic record in the cohort. You can't make any changes to the application membership, but you can consistently track a student's cohort details from application to matriculation. After matriculation, you'll be able to view both their application membership together with their academic record membership information. The

View Student Cohort History for Student

and the

View Student Cohort

reports display the student's application history and academic record cohort memberships.

Depending on the security access you provide to cohort role assignees, they can view the student's cohort history by:

Application Cohort History
.
Academic Record Cohort History
(after matriculation).

You can use student cohorts in:

Advising.
Eligibility rules.
Enrollment unit limits for specific student populations.
Registration appointments to assign priority registration.
Custom reports.
Cost of attendance reaction policies.
Financial aid awards.
Student charges.
Student waivers.

Cohorts are role-enabled objects in Workday. You can use roles to control access to cohorts. Users must have a role that is:

Assignable to cohorts. (Select
Student Cohort
on the
Enabled for
prompt of the
Maintain Assignable Roles
task.)
In a security group assigned to the applicable domain.
Assigned to specific cohorts. (Select
Roles
Assign Roles
from the related actions menu of a cohort or cohort collection.)

When you grant access using roles on cohorts, the role assignees can only use that access for the academic records currently in the cohort.

You can assign all the roles available to the cohort to the collection. You can also enable the domains available for the Student Cohort role to the Cohort Collection role.

When you grant access using roles on cohort collections, the role assignees can create and maintain membership of only those cohorts in the collection. You can also create role-based security groups for the cohort collection role. You can assign to the security group:

Security policies on domains. Example domains: Academic Planning, Cohorts, Reports, and Student Data.
Initiating and processing actions on business processes. Example business processes: Academic, Onboarding, Program of Study.