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Administrator Guide
Last Updated: 2024-03-08
Create Student Application Action Items

Create Student Application Action Items

  • Set up your academic structure. See Concept: Academic Structure.
  • Configure Questionnaires and Questions.
    Create questionnaires with a questionnaire type of
    Admissions
    , for action items that require questionnaires.
  • Configure the
    Application Action Item Event
     business process and security policy in the Academic Foundation functional area.
You can create action items for applicants to complete as part of their admissions application, such as uploading transcripts or writing samples. You can also create action items for admitted students to complete during pre-matriculation or onboarding, such as a housing questionnaire.
  1. Access the
    Create Application Action Item
     task.
  2. As you complete the task, consider:
    Option Description
    Academic Unit
    Select the academic unit and subordinate units that you want to assign the action item to.
    Public Description
    The description displays on the Applicant Home page on your external Student site. You can use rich text and include links to other sites.
    Classification
    Select the grouping that corresponds with your action item type.
    Payment Amount for Admission Deposit
    For action items classified as admission deposits, enter the admission deposit amount.
    Student Payment Item
    For action items classified as admission deposits, select a student payment item to use for admission deposits. The student payment item must have a classification of
    Admission Deposit
    .
    Public Action Type
    Specify how to complete the action item.
    • Completed Via Integration
      : When you select this option, you must define
      Configurable Autocomplete Criteria
      .
    • Document Upload and/or URL
      : Enable applicants or administrators to complete the requirement by uploading a document or providing a link from your external student site.
    • Document Upload and/or URL - Admin to Complete
      : Select this option for requirements that you want administrators to complete. Applicants can view the action item, but not complete it.
    • Document Upload and/or URL - Student to Upload
      : Select this option for requirements that you want applicants to complete. Administrators can complete the requirement when necessary.
    • Questionnaire
      : Enable applicants to complete the requirement by filling out a questionnaire on the external student site.
    • Update Contact Information
      : Enable applicants to complete the requirement by updating contact information on the external student site.
    Configurable Autocomplete Criteria
    Select a condition rule or an eligibility rule that, when met, automatically completes the requirement.
    Example: Automatically complete an official transcript requirement for an application when you record an official transcript.
    When you define configurable autocomplete criteria for any of the
    Document Upload and/or URL
     public action types, you still need to record related details in Workday. This is for fees, test scores, or transcripts when an applicant meets the requirement by uploading a document. Example: When you configure the
    Transcript
     eligibility rule, access the
    External Records
     report on the Education profile group of the prospect profile and add a transcript.
    Configurable Autowaive Criteria
    Select a condition rule or an eligibility rule that, when met, automatically waives the requirement.
    Example: Automatically waive TOEFL score requirements for applicants who reside in English-speaking countries.
    Questionnaire
    When the public action type is
    Questionnaire
    , select the questionnaire that applicants must fill out to complete the requirement. You can select from questionnaires that have a questionnaire type of
    Admissions
    .
Workday routes the action item for approval depending on your business process configuration.
  • Assign the action item to applicants:
    • As an application requirement for an admitting level of an academic unit or program of study.
    • As a step on the
      Student Application Pre-Matriculation Event
       or
      Student Onboarding
       business process.
    • On an ad-hoc basis.
  • You can edit an:
    • Approved action item by selecting
      Engagement
      Edit
       from its related actions menu.
    • In-progress action item that you created yourself by withdrawing and revising it, then resubmitting it. In the
      Process History
       grid, select
      Business Process
      Withdraw
       from the related actions menu of the
      Application Action Item Event
      . Select the
      Confirmation
       check box and click
      Revise
      .