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Administrator Guide
Last Updated: 2024-03-08
Create Student Engagement Plans

Create Student Engagement Plans

  • Configure Workday to manage and track interactions with prospective and matriculated students. See Steps: Set Up Campus Engagement.
  • To create an engagement item, either Create Student Messages or Create Student Printed Items.
  • Configure the
    Engagement Plan Event
     business process and security policy in the Campus Engagement functional area.
  • Security:
    • Manage: Sending Student Engagement Items
       domain in the Campus Engagement functional area.
    • Set Up: Student Eligibility Rules
       domain in the Academic Advising functional area.
    • Set Up: Engagement Category Security Segments
       domain in the Campus Engagement functional area.
You can create an engagement plan for sending coordinated communications to students and prospects, their parents, guardians, or other proxies. A plan is specific to an academic unit and identifies the:
  • Plan start and end dates.
  • Student messages or student printed items to send.
  • Recipients.
  • Mailing schedule for engagement items.
  1. Access the
    Create Student Engagement Plan
     task.
    (Optional) Copy an approved engagement plan by selecting
    Engagement
    Copy
    from the related actions menu of an existing plan. Workday copies all values, which you can change.
  2. As you complete the
    Details
     section, consider:
    Option Description
    Start Date
    The earliest date to send engagement items as part of the plan.
    Stop Date
    The plan won't send items from this date forward.
    If the engagement plan is for 1 day only, enter the day after the
    Start Date
    . Example: If the plan is for October 30 only, enter a
    Start Date
     of October 30 and a
    Stop Date
     of October 31.
    Category
    The category controls the:
    • Engagement items you can include in the plan. Items must have the same category as the plan.
    • Recipient criteria fields.
    To run an engagement plan of a specific
    Category
    , you need access to its segment-based security group. For more information, see Reference: Engagement Categories and Usages.
    Category isn't editable when editing or copying a plan.
    Academic Unit
    Only users assigned to this academic unit or a superior one can edit the engagement plan.
  3. As you complete the
    Audience
     section, consider:
    Option Description
    Student Audience
    Select the audience that you created using the
    Create Student Audience
     task.
    Current Audience Count
    This field counts the number of recipients that match your student audience. The actual number of recipients might differ when you send the plan.
    Recipient Threshold
    All engagement plans inherit the default recipient threshold setting from the
    Maintain Student Engagement Settings
     task.
    You can update the threshold on the plan itself.
    Security:
    Modify
     access on the
    Manage: Sending Campus Engagement
     domain.
    Send To Email - Priority
    If the recipient doesn't have the first email type, Workday sends emails to the next type on the plan.
    If the recipient doesn't have any of the configured email types, Workday can't send emails to them.
    To use the
    Institutional
     email type, the
    Academic Unit
     of the engagement plan can't be:
    • Superior to an institution.
    • Subordinate to an academic unit that's not an institution.
  4. Click
    Add
     to create steps for your engagement plan. As you complete the task, consider:
    Option Description
    Item
    Select from the category and academic unit that you specified on the plan
    Details
    . You can also select from subordinate academic units.
    Student printed items that use a business form layout are available when student prospects are the only recipients.
    Schedule
    • You can schedule individual engagement plans and not rely on the tenant-wide engagement plans.
    • You can associate multiple schedules with 1 engagement plan.
    • Workday excludes plans with active schedules from tenant-wide and business process evaluations.
    Specify when to begin sending the engagement items to prospects who meet the criteria:
    • Start Date
      : Begin on the date that you select. To send the item on 1 day only, enter the next day in the
      End Date
       field.
    • Send Relative to Item
      : Example: To send the item 2 weeks after the previous communication, enter
      2
       for
      Send After
       and
      Week
       for
      Date Interval
      .
    • Enter a
      End Date
       for the item if it's different from the plan
      End Date
      .
    Condition Rule
    Select a condition rule for an engagement item. Condition rules enable you to send items to a specific subset of the student audience within the engagement plan. You can also use condition rules from a superior academic unit.
    Use the
    Create Student Condition Rule
     task to create new rules based on the report data sources available for student audiences. The business object of the rule should match the primary business object of the student audience.
    Estimated Audience
    Click the
    Estimate Audience
     button to view a:
    • Count of the total audience pending the item (even if outside the plan).
    • Count of the total audience already sent the plan.
    You can estimate the audience before the plan sends.
  5. Continue to add other items to your plan, as needed.
Workday:
  • Displays the plan on the
    Find Student Engagement Items
     report.
  • Notifies the approver if the engagement plan requires approval.
  • Sends communications according to the tenant configuration and updates the History profile group on each prospect profile of the recipient.
  • Sends a task to the mail coordinator's My Tasks for printed engagement items based on the dates set in the plan.
  • Run the plan immediately or set it up to run on a recurring schedule. Select
    Student Engagement Plan
    Launch/Schedule
     from the related actions menu of any engagement plan. Setting up a schedule excludes the plan from any tenant-wide configuration or business process evaluation.
  • Associate the engagement plan with a recruiting campaign.