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Administrator Guide
Last Updated: 2024-09-20
Create Academic Units

Create Academic Units

  • Set up roles for academic units using the
    Maintain Assignable Roles
     task.
    Workday doesn't recommend sharing the same roles with academic unit hierarchies or supervisory organizations.
  • Security:
    • Set Up: Academic Units
       domain in the Academic Faculty functional area.
    • Set Up: Academic Structure
       domain in the Academic Foundation functional area.
  • Configure the
    Assign Superior
     business process and security policy in the Organizations and Roles functional area.
Create academic units to represent the colleges, schools, departments, institutes, research centers, and other units of your institution. After you create an academic unit, you have the option of designating the academic unit as an institution if you don't have a designated institution.
You can assign each academic unit to 1 superior academic unit. These assignments result in a single hierarchical structure that reflects the actual academic structure of your organization (without creating academic unit organizational hierarchies).
An academic unit inherits role assignments, calendar policies, and business process definitions from the superior academic unit.
For Workday Student, we recommend that you:
  • Assign roles to the topmost superior academic unit.
  • Configure business processes for the topmost superior academic unit.
  • Modify business processes for subordinate units that operate differently.
  • Directly assign roles to subordinate academic units if you need to override inherited roles.
  1. Access the
    Create Academic Unit
     task.
  2. As you complete the task consider:
    Option Description
    Code
    This alphanumeric code is for reference only. You can select
    Include Code in Name
     to include it in the academic unit display name.
    Company
    Workday posts student payments, refunds, and other accounting transactions to the company associated with a student's academic unit.
    Include Leadership Role in Name
    If selected, Workday includes the role for your academic unit in the name.
    he leadership role for an academic unit is configured on the
    Maintain Assignable Roles
     task when both:
    • The
      Enabled For
       column includes
      Academic Unit
      .
    • Is Leader
       is selected in the
      Is Leader / Is Supporting
       column.
    Workday displays assignees of an
    Is Leader
     role as leaders on organization charts and previews. The leadership role controls the role-enabled objects visible on the
    My Leadership Roles
     report and worklet.
    See:dan1370796643079
    Include Incumbent Leader in Name
    Organization Subtype
    Select from the subtypes you defined on the
    Maintain Academic Unit Subtypes
     task. You can select
    Include Subtype in Name
     to include it in the academic unit display name.
    CIP Code
    Select the code that applies to the academic unit. Workday maintains the Classification of Instructional Programs (CIP) codes as set by the Department of Education. Access the
    View CIP Codes
     report for a complete list.
    Related Supervisory Organization
    For academic appointments: Select 1 or more supervisory organizations to:
    • Provide routing assignments for academic appointment steps in staffing business processes.
    • Establish the default academic unit for the appointment.
    Track Type Overrides
    For academic appointments, select the available faculty track types or leave blank to allow all track types.
  3. (Optional) In the
    Assign Roles
     grid, directly assign roles in the academic unit to workers.
    Example:
    • Assign a department chair role to a worker for academic appointments.
    • Assign a guest student recruiter role to student guest admissions counselors.
You can:
  • Use academic units to:
    • Assign appointments.
    • Configure business processes and assign roles.
  • In combination with academic levels, specify which units can:
    • Admit students.
    • Offer courses.
    • Offer programs of study.
    • Recruit prospects.
  • Use the
    View Academic Unit
     report to access the academic unit profile.
  • Designate an Institution, if you don't already have a designated institution.
  • Confirm that academic units have the proper settings and role assignments using the
    Audit - Academic Unit Setup Data
     report.
  • Assign a superior academic unit by selecting
    Academic Unit
    Assign Superior
     from the related actions menu of the academic unit.
  • When updating an existing academic structure with a new academic unit:
    • Be sure to review your financial aid reaction policies and packaging strategy assignments.
    • Refresh your configurations. Access the
      Refresh Financial Aid Based on Configuration Changes
       >
      Refresh ISIR and NSLDS Transactions
       task to refresh access for ISIR and NSLDS transactions, action items, and holds.
  • Configure academic units for level.
  • Track additional data for academic units using the
    Create Custom Object
     task.
  • Create a refund recovery charge item for each institution in your tenant. Institutions must have a refund recovery charge item to disburse financial aid.