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Administrator Guide
Last Updated: 2025-05-02
Create Admissions Application Configuration

Create Admissions Application Configuration

  • Configure Academic Units for Level. Enable academic units and academic levels to admit students and offer programs of study.
  • Configure Questionnaires and Questions. Create questionnaires for self-reported educational institutions, transcripts, application fee waivers, and other data that you want to collect from applicants.
  • If you plan to charge an admissions fee, create a student charge item with a
    Type
     of
    Application Fee
    . See Steps: Create Student Charge Items.
  • Security:
    Set Up: Student Admissions Sites
     domain in the Academic Foundation functional area.
Admissions application configurations enable you to customize the information you gather from applicants when they apply to your institution on the external student site. Workday enables you to configure admissions applications that meet the goals and requirements of your institution.
You can configure:
  • What information is required, optional, or not needed.
  • Custom labels and help text to tailor the applicant experience and guide them through the application.
  1. Access the
    Create Admissions Application Configuration
     task.
    Each section on this task corresponds to a page, or a set of pages, on the admissions application.
  2. Complete the task:
    Option Description
    Hide Page
    Hide Section
    Hide All [page type] Pages
    (Optional) Select to exclude the entire section, page, or set of pages from the application.
    Page Label
    Section Label
    (Optional) Enter a custom name to use instead of the default name for the page or section.
    Page Description
    Section Description
    (Optional) Describe what applicants need to know about the page or section and add information that helps them complete it.
    Label Override
    (Optional) Enter a custom name to use instead of the default name for the field.
    Required
    (Optional) Select the check box to require applicants to complete the field.
    At minimum, Workday requires applicants to provide:
    • A legal name.
    • An address, email, or phone number.
    • A national ID or date of birth.
    All other fields are up to you to require.
    You can't require boolean (Yes or No) questions; these display as check boxes to the applicant.
    Selectable Prompt Values
    (Optional) Select values that applicants can choose from. If you leave this field empty, Workday displays all values.
    Default value
    (Optional) Select a value to automatically populate into the field. If you’ve configured other selectable prompt values for the field, applicants can change this value.
    Hidden
    (Optional) Select to hide the field from the applicant. If you hide a field that has a default value, Workday automatically applies the default value to the application.
  3. As you complete the application pages, consider:
    Page
    Description
    Application Overview
    This is the main page of the application from which applicants can:
    • Access the other pages of the application.
    • Submit the application.
    Personal Information
    You can't hide the
    Biographical Information
     section because Workday requires the
    Legal Name
     field. You can hide the other fields in this section individually.
    If you hide the
    Birth Date
     field, you can't hide the
    National ID
     field or the
    Nationality
     section because Workday requires either a birth date or national ID. The inverse is also true: If you hide the
    National ID
     field or
    Nationality
     section, you can't hide the
    Birth Date
     field.
    Contact Information
    Select the
    Required
     check box for at least 1 form of contact.
    Education
    The
    Education
     pages include:
    • The
      Academic History
       page, where applicants can provide information about educational institutions that they've attended.
    • The
      Transcript, Educational Credentials, and Course History
       page, where applicants can provide records of their educational history.
    • Questionnaires for self-reported educational institutions and transcripts.
    In this section:
    • Select
      Require Institution Information from Applicants
       to require applicants to provide information about at least 1 educational institution.
    • In the
      Self-Reported [questionnaire type] Questionnaire
       prompts, select questionnaires to gather information from applicants when their educational institutions aren't listed in Workday.
      When an applicant indicates that their institution isn't listed, the application adds pages for the relevant educational institution and transcript questionnaires.
    When you select
    Hide All Education Pages
    , save the configuration, and then clear the check box, Workday doesn't automatically unhide the
    Transcript, Educational Credentials, and Course History
     page. You must manually clear the
    Hide Page
     check box for this page.
    For more information on educational institutions in Workday, see Create Educational Institutions.
    Recommendations
    If recommendations are part of your institution's admissions process, you can require applicants to submit information about their recommenders. Applicants must provide a name and email address for every required recommender on the admissions application.
    • In the
      Privacy Waiver Explanation
       field, enter text to display on the application about your institution's privacy policies.
    • I allow release of my records
       displays as a check box. When applicants select this check box, they provide their consent for you to contact their recommenders about their application.
    • Yes, I waive my right to view recommendations
       and
      No, I do not waive my right to view recommendations
       display as radio buttons that provide a response to
      Do you waive your right to view your recommendations?
    • You can enable applicants to submit up to 5 recommenders. To configure fewer than 5 recommenders, hide the rows that you don't need.
    • Workday recommends requiring all recommenders that you don't hide. The
      Admissions Evaluation Event
       business process requires all recommendations, whether required or optional on the application, to be complete before it can initiate.
    Additional Questions
    Add questionnaires to collect information that isn't captured in any other part of the application.
    Application Details
    On this page, applicants can provide information about their desired load status, learning mode, and whether they're interested in any other programs, anticipated start dates, or locations.
    Application Fee
    In the
    How would you like to pay your application fee?
     field, select whether to support application fees only or both application fees and waivers. If you don't plan on charging application fees, consider hiding the application fee pages instead of configuring only waivers. If you select waivers only, all applicants must fill out the waiver questionnaire.
    If the application supports waivers, select:
    • (Optional) Waiver reasons to record why applicants are waiving the fee.
    • A waiver questionnaire for applicants to fill out. All applicants who request a waiver receive the same questionnaire, regardless of the waiver reason.
    In the
    Application Fee Payment Configuration
     grid, add a row for each fee associated with the application.
    • You can select from student charge items with a
      Type
       of
      Application Fee
      .
    • The
      Payment Amount
       is in USD.
    • If an applicant doesn’t meet the criteria for any row, they can proceed without paying an application fee. If all applicants should pay an application fee, consider adding a row with only a student charge item and payment amount to capture applicants who don't meet the criteria for other rows.
    If there are issues with the application fee payment integration, Workday requires applicants to select a check box to submit the application without paying the application fee. In the
    Payment Error Message
     field, write a meaningful message for applicants in case this error occurs.
    Review Application
    Communicate the terms and conditions that applicants agree to when submitting the application.
The admissions application configuration is ready for you to assign to a policy for an academic unit and level or program of study.
When applicants begin a new application, they must specify these details before arriving on the
Application Overview
 page:
  • Academic Level
  • Applicant Type
  • Program of Study
  • Anticipated Start
  • Campus Location
After starting an application, applicants can see these details on the Applicant Home. They can't change any of these details for an existing application, but they can start new applications with different details.
  • Configure the
    Student Application Configuration Policy Event
     business process and security policy in the Recruiting and Admissions functional area.
  • Access the
    Maintain Admissions Application Configuration Policy
     task to associate the application you configured with the academic unit, academic level, or program of study for which you want to accept admissions applications.