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Administrator Guide
Last Updated: 2025-09-19
Create Educational Institution Courses

Create Educational Institution Courses

  • Set up academic areas and course designations to use on external courses on these tasks:
    • Maintain Academic Areas
    • Maintain Course Designations
    Security:
    Manage: Admissions Foundation
     domain in the Admissions functional area.
  • Security:
    Manage: Academic Foundation
     domain in the Academic Foundation functional area.
You can define the external courses that an educational institution offers on its course catalog. You can use educational institution courses to:
  • Record the course history on external transcripts for prospects and students.
  • Set up transfer credit rules, to grant equivalent internal credit when students complete the external courses.
When you use these web services to import external transcripts, Workday creates any new educational institution courses that don’t exist in the course catalog:
  • Import External Student Transcripts
  • Put External Student Transcript
  1. From the
    Find Educational Institution
     report, access the educational institution profile.
  2. On the
    Course Catalog
     tab, click
    Create
     to add courses.
  3. Complete the
    Create Educational Institution Course
     task:
    Option Description
    Effective Date
    Specify the effective date of the course version.
    Course ID
    Enter a unique identifier for the educational institution course.
    Academic Area
    Course Title
    Course Designations
    (Optional) Enter information about the educational institution course.
    When you add the course history on student external transcripts, Workday populates the values from these fields.
    Course Units
    Unit Type
    (Optional) Enter the number of units and unit type for the educational institution course.
    When you add the course history on student external transcripts, Workday populates the value from:
    • Course Units
       as the number of course units attempted.
    • Unit Type
       as the course unit type.
    Course Description
    Notes
    (Optional) Enter additional information about the educational institution course.
    Related Courses
    (Optional) Select other courses that require this course as a prerequisite.
    Example: PHILO-122 is a prerequisite for PHILO-244. On the PHILO-122 course, select
    PHILO-244
     as a related course.
    You can create transfer credit condition rules based on related courses, to grant transfer credit for a lower-level prerequisite course when a student receives an acceptable transfer grade on a higher-level course. See Create Transfer Credit Condition Rules.
    Example: A student receives a 3.8 GPA on PHILO-244. You can set up a transfer credit condition rule so that they can receive transfer credit for PHILO-122.
  4. Click
    OK
    .
  5. (Optional) Click
    Add New Version
     to add another version of the course with a different effective date.
  6. Click
    Done
    .
You can view the educational institution courses on the
Course Catalog
 tab on the educational institution profile. On the
Course Catalog
 grid, Workday displays the course versions that are effective as of the current date or next future course version.
When you add or edit the course history on external transcripts, Workday populates the educational institution course information from the course catalog, based on the course version that’s effective as of the:
  • Course start date.
  • Current date, when there’s no course start date.
  • Next future version, when there’s no effective version for the course start date or current date.
You can change the values to match the external transcript. See Add External Transcripts.
You can select the educational institution courses as external courses on transfer credit rules. See Create Educational Institution Transfer Credit Rules.
To edit an educational institution course, select
Educational Institution Course
Edit
 from the related actions menu of the course. On the
Edit Educational Institution Course
 task, you can edit the existing course version or create new versions with different effective dates.
To delete an educational institution course, select
Educational Institution Course
Delete
 from the related actions menu of the course. You can only delete educational institution courses that aren’t in use on transfer credit rules and external transcripts.