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Administrator Guide
Last Updated: 2025-01-24
Steps: Manage Date Controls

Steps: Manage Date Controls

  • Set up the academic calendars, periods, and course sections.
  • Security:
    Set Up: Academic Calendar Controls and Dates
     domain in the Academic Foundation functional area.
Date controls represent date-driven processes that you can set up in Workday to:
  • Ensure that events, such as student registrations, grading, and registration soft drops, occur at the correct time.
  • Occur consistently at certain times for academic period types, dynamic course sections, and throughout your academic structure.
Example: Specify the
Open Enrollment Start
 date to control when students can enroll in courses without a registration appointment.
Date control values and rules inherit according to your academic structure. When you configure date control values and rules on specific nodes in the structure, you override inheritance from upper nodes. Set up date controls in Workday so date-driven processes occur depending on the unique needs of your institution.
Workday supports academic period date controls for tenants with multiple institutions. To preserve data integrity, you can only manage academic period date controls for calendar policies by institution. Each institution in the Workday tenant can maintain its own date controls for academic periods. Users can only maintain and view academic period date controls for the institutions to which they have access.
When you create or edit date controls rules on academic period types, Workday only applies them to future academic periods. Overrides that you already applied to date controls on future academic periods remain unaffected.
Workday recommends that you set up date controls when you finish configuring policies for your academic calendars. You can configure multiple sets of date controls under the same academic calendar.
  1. (Optional) Access the
    Maintain Academic Period Type Date Control Rules
     task.
    Select an
    Academic Unit
     and
    Academic Level
     combination or a standalone
    Program of Study
    .
    Select an
    Academic Calendar
     and
    Academic Period Type
     for the selected academic unit-level configuration or a program of study.
    Create rules to:
    • Override the inherited rule when you want lower nodes to inherit from the node you're configuring. Subordinate units inherit date control rules. You can apply additional overrides and rules for subordinate units.
    • Select when you want lower nodes to inherit from the node you're configuring.
    As you complete the task, consider:
    Option Description
    Select
    Usage
    Locate the
    Date Control
     that you want to use in the grid.
    Select to specify an override.
    Date Reference
    For the academic calendar, select whether the date control rules reference the:
    • Academic period start or end date.
    • Standard academic period standard start or end date.
    Offset Days
    Apply Offset
    Enter the number of days the offset is in effect. Offset date controls occur for the specified number of days
    Before
     or
    After
     the start and end dates associated with the academic period type.
    Override Time?
    Time
    Select when you want lower nodes to inherit from the node you're configuring.
    If you don't specify a time, Workday defaults to 12:00 AM.
    None
    Select to specify that the node in the academic structure doesn't inherit or use the date control.
  2. Access the
    Maintain Academic Period Date Controls
     task.
    Set up date controls associated with an academic period for an academic unit and level configuration, or a standalone program of study.
    When you're configuring date controls for courses offered by multiple academic units, select the academic unit that's the course inventory owner.
    You can also use the
    Put Academic Period Date Controls
     web service to create, update, or remove date control overrides.
    As you complete the task, consider:
    Option Description
    Override?
    Locate the
    Date Control
    .
    Select the date controls you want lower nodes to inherit from the node you're configuring.
    Override Date
    Select when you want lower nodes to inherit from the node you're configuring.
    If you don't specify a time, Workday defaults to 12:00 AM.
    Use Course Section Start
    Applies the start date of the course sections associated with the academic period to the date control.
    None
    Select to specify that the node in the academic structure doesn't inherit or use the date control.
  3. (Optional) Access the
    Maintain Dynamic Course Section Date Controls
     task.
    Set up date controls for course sections not associated with a fixed academic period.
    When you create or edit rules for dynamic course sections, they apply to all dynamic course sections on the academic calendar, regardless of when:
    • You create or edit the rules.
    • The course section occurs.
    Create rules to offset date controls so they occur at a specified number of days before or after the:
    • Start date of the course section.
    • End date of the course section.
    • Date control value from the standard academic period during which the dynamic course section starts.
    When you don't specify a time, Workday automatically uses 12:00 a.m.
  4. (Optional) Access the
    Override Course Section Date Controls
     task.
    Override the date control values inherited by course sections. You can also set date controls in addition to the ones that the course section already inherits.
    Workday doesn't apply overrides for these date controls:
    • Enrollment Window End
    • Enrollment Window Start
Events related to registration, grading, and financial aid start and end according to the date controls you set up.
Review your date controls using these reports:
  • View Academic Period
  • View Academic Period Date Controls
  • View Dynamic Course Section Date Controls
  • View Course Section Date Controls
You can also use the
Get Academic Period Date Controls
 web service to view all date controls. You can either specify no criteria or include the academic unit and level combination or program of study to narrow your results.