Setup Considerations: Programs of Study

What It Is

A program of study is a structured academic track that enables students to fulfill an educational objective at your institution. Completing certain types of programs of study, such as an Official Program or a Formalized Joint Program, can result in earning an educational credential that you define.

Students' academic records have at least 1 educational objective that contains a program of study along with the:

Declaration date of the program of study for the student.

Expected completion date of the program of study for the student.

Status of the program of study.

Business Benefits

With programs of study, you can:

Enable automatic downstream processing in other areas of Workday Student, such as financial aid, based on students’ program of study statuses.

Provide a wide variety of academic tracks that students can pursue, including advisory programs and nondegree programs.

Meet your unique institutional requirements and policies by assigning academic policies to programs of study.

Track students' progress toward completing their educational objectives.

You must create programs of study to use Workday Student.

Use Cases

You can:

Assign academic requirements that students must satisfy to complete programs of study.

Calculate Program of Study GPA.

Configure the appropriate approval routing for program of study transactions, such as when students add or change a program of study.

Create different tuition rates for specific programs of study.

Generate financial aid record snapshots to calculate a student's program of study load status. See Concept: Financial Aid Record Snapshots and POS Load Statuses.

Report students’ enrollment data to the National Student Loan Data System based on students’ primary program of study statuses.

Set up each program of study to have a program focus, such as a Business Administration Major with a program focus in Accounting.

Questions to Consider

Questions	Considerations
What is the academic structure of your institution?	Each program of study belongs to a specific academic unit and an academic level. The hierarchy of your academic units in your academic structure drives program: Business processes. Requirements. Role inheritance. Policies. See Concept: Academic Structure.
What different types of programs of study does your institution offer?	Consider how the types of programs of study your institution offers map to Workday-delivered program of study type categories. The category assigned to a program of study type determines whether the program can: Admit students. Confer credentials. Have a concentration (program focus). Stand alone as the student's educational objective. Example: You can create a Major program type and map it to Workday's Official Program category. You can also create a Minor program type and map it to the Auxiliary Program category.
Do you have multiple departments managing the same program of study?	Specify a coordinating academic unit when creating a program of study. Example: Although the Ancient Greek Major program of study belongs to the Division of Arts and Sciences academic unit, the Classics department coordinates its course offerings. You can set the Classics department as the coordinating academic unit.
Who approves programs of study and changes to them at your institution?	To ensure appropriate and timely approval routing, you can configure roles and business processes either directly on a program of study or on an academic unit configuration. You can also enable segmented routing on business processes to have approvals go to either the student's current program of study or their new program of study. You can also configure business process routing based on the academic units that the target program of study belongs to.
How do you want to group programs of study that share specific academic requirements?	You can create a program area to group similar programs of study across academic units. Example: You can group all science, technology, engineering, and mathematics programs under a STEM program area. You can assign academic requirements to the STEM program area, such as completing 5 or more courses in the Mathematics department. A program of study can belong to multiple program areas as long as each program area has a different program area type.
How long do your students take to complete different programs of study?	Each academic unit that owns a program of study must have its own calendar policy. Consider setting up new academic years and academic periods for your academic calendar before your current academic year ends. Be sure to create enough academic calendars and academic years so that you can accommodate the longest program of study your institution offers. Example: To accommodate the 5-year programs your institution offers, configure enough academic calendars and academic years to span over 5 years.
What are the first and last entry dates for the programs of study of your institution?	The first entry date represents the earliest date that students can matriculate into the program of study. Ensure the start date for a program of study is accurate, as it can affect the recruiting and admissions process for your institution. The last entry date for a program of study determines the last date students can matriculate into the program. Consider selecting a last entry date for the program of study if your institution plans to discontinue the program in the future. The last entry date for a program of study doesn't affect students currently enrolled in the program.
How do you want to enable students to pursue multiple programs of study at the same time?	Students can have multiple programs of study on their academic record. Students can: Add a stand-alone program of study to their primary program of study. They must complete the added programs at the same time as their primary program to earn their credential. Bundle nonstandalone programs of study with standalone programs of study, such as a French Minor with a History Major. Workday automatically bundles a program focus with its parent program. Complete a program from the Formalized Joint Program type category to earn credentials from 2 programs of study. Example: A dual degree. Stack stand-alone programs of study that they can complete independently from their primary program of study.
What educational credentials do students receive upon graduation?	Ensure that you specify which educational credentials each program of study offers upon program completion. You can configure a single program or an entire academic unit to confer multiple credentials. Consider configuring a program credential policy to determine which programs on the academic records of students confer a credential upon program completion. You can have students earn credentials from their primary program, from their stackable program, or from all their programs, including multiple credentials of the same type. Example: You can configure a program credential policy for the most superior academic unit so that all students with double majors at your institution will earn a Bachelor of Arts degree as a single credential.
What awards or academic honors do you offer students?	You can create honors and awards and assign them to a specific academic unit. You can then select an award to assign to a specific student's academic record. The academic unit that a student's program of study belongs to determines the selection of awards you can choose from. Example: You can create the Dean's List with Distinction award under the Alma Mater University academic unit, enabling you to select any enrolled student to receive this award. You can also create the Distinction in Applied Mathematics award under the Mathematics Department academic unit to assign to the student with the highest Program of Study GPA in the Applied Mathematics Major.
Do you have eligibility requirements for programs of study?	You can set up entry requirements to determine students' eligibility for adding or changing into a specific program of study. See Set Up Entry Requirements for Programs of Study.

Recommendations

To minimize manual processing, Workday recommends that you configure business process routing for all programs of study transactions.

To collect more information from students regarding programs of study transactions, add questionnaires to your business process workflow.

When assigning roles, configuring business processes, and setting up academic requirements and policies, start with the topmost superior academic unit.

Program of study configurations inherit down to subordinate academic units.

Requirements

Configure the academic structure of your institution.

Ensure the effective date of a program of study matches the first day of the academic period.

Limitations

No impact.

Tenant Setup

No impact.

Security

Domain	Considerations
Manage: Program Area Requirements in the Academic Foundation functional area.	Enables you to set up and maintain program areas.
Manage: Program of Study in the Academic Foundation functional area.	Enables you to view reports related to programs of study.
Manage: Program of Study Declarations in the Student Records functional area.	Enables you to review, accept, or deny students’ program of study declarations.
Manage: Program of Study Honors and Awards in the Student Records functional area.	Enables you to manage honors and awards associated with programs of study.
Program of Study: Roles in the Academic Foundation functional area.	Enables you to view and assign roles for programs of study.
Reports: Programs of Study in the Student Records functional area.	Enables you to access data sources and data source filters related to programs of study.
Student Data: Programs of Study in the Academic Advising and Student Records functional areas.	Enables you to access students’ program of study data.
View: Programs of Study in the Academic Foundation functional area.	Enables you to view programs of study.

Business Processes

Business Process	Considerations
Add Program of Study Event Change Program of Study Event Declare Program of Study Event Remove Program of Study Event	Enables you and your students to manage these program of study transactions: Add a program of study to their educational objective. Change their program of study. Declare a program of study. Remove a program of study. You can configure these business processes from the related actions menu of a program of study. From there, you can configure an appropriate approval routing for your institution. You can configure the Declare Program of Study Event business process to have students complete any applicable questionnaires and submit any required documents for declaring specific programs of study.
Change Expected Program Completion Date Event	Enables you to change the expected program completion date for a student.
Change Primary Program of Study Event	Enables you to change the primary program of study for a student.
Program of Study Event	Enables you to create and edit programs of study.

Reporting

Report	Considerations
Find Programs of Study	Enables you to view all available programs of study.
View Program of Study	Enables you to view details of a program of study and define the addable and stackable programs associated with the selected program.
View Program of Study History for Student	Enables you to audit a student's program of study transaction history.
View Program of Study Honor or Award	Enables you to view details of an honor or award attached to a program of study.
View Program of Study Type Categories	Enables you to view descriptions of all program of study type categories.
View Student Program of Study Declaration	Enables you to view details of students’ declarations of programs of study.

Workday provides these report data sources that you can use to make custom reports:

Apply for Program Completion Events

Available Programs of Study

Program Requirement Assignments

Student Program of Study Declarations

Student Program of Study Records

Integrations

Web Service	Considerations
Get Program Credential Policies Put Program Credential Policy	Enables you to create, update, or view which programs on a student's academic record confer a credential at program completion.
Get Program of Study Entry Requirement Policies Put Program of Study Entry Requirement Policy	Enables you to create, update, or view the entry requirement policy for a program of study.
Get Program Completion Honor or Awards Put Program Completion Honor or Award	Enables you to create, update, or view the honors or awards that students can confer upon program completion.
Submit Add Program of Study	Enables you to add a program of study to a matriculated student.
Submit Change Program of Study	Enables you to change a student's program of study.
Submit Remove Program of Study	Enables you to remove a program of study from a student's academic record.
Get CIP Codes for Educational Institutions Put CIP Codes for Educational Institution	These web services map programs of study to external educational institutions using Classification of Instructional Program (CIP) codes. You can use CIP codes to ensure the accuracy of intended institutions and programs of study added by you or students.

Connections and Touchpoints

Feature	Considerations
Academic Advising	You can: Check students' progress on earning educational credentials by tracking their academic progress reports. Configure academic requirements directly to a program of study. Create academic plans to help students satisfy academic requirements for their programs of study in a given timeframe.
Academic Foundation	You can tie a program of study to an academic unit and level. The calendar policy that applies to a student's program of study determines all date-specific processes and transactions for the student.
Campus Engagement	To send out targeted communications to students, you can create an audience for a student engagement plan based on students’ primary programs of study.
Curriculum Management	You can restrict certain courses to only be available for students pursuing a specific program of study using eligibility rules.
Financial Aid	You can calculate students’ program of study load statuses to include units for certain courses that apply to the program of study. Workday uses the program duration of a program of study to: Calculate students' satisfactory academic progress. Create financial aid attendance plans. The expected completion date of a program of study factors in when calculating financial aid disbursements. You can create federal student aid policies for programs of study, giving you the flexibility to support diverse financial aid rules for different programs of study.
Student Admissions	You can create selective admissions processes to evaluate students based on criteria you set for a specific program of study.
Student Recruiting	You can identify student prospects who declare an interest in a specific program of study.
Student Registration	You can determine which students can enroll in a given course based on their primary program of study.
Student Financials	You can create charges or differential tuition specific to a program of study.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.