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Administrator Guide
Last Updated: 2025-09-19
Add External Transcripts

Add External Transcripts

You can record transcripts from secondary or postsecondary institutions to:
  • Meet application requirements for prospective students. When you set up an autocomplete application requirement for a transcript, Workday can complete the requirement if the transcript meets the requirement.
  • Maintain accurate records of a student's educational history.
You can enter more than 1 transcript from the same educational institution to record transcripts at different stages. Examples: In Progress, Mid-Year, Final.
You can also enter the course history from transcripts to:
  • Evaluate preliminary transfer credit for applicants.
  • Grant transfer credit for students at matriculation.
To add a high volume of external transcripts, you can:
  • Use the
    Import External Student Transcripts
     web service operation. To add or update a single transcript, use the
    Put External Student Transcript
     web service operation.
  • Create an integration system to import external transcripts through SPEEDE. See Steps: Set Up Integration to Import Student Admissions Data.
  1. Access the
    External Records
     report on the:
    • Education profile group of the prospect profile.
    • Academics profile group of the student profile.
  2. Click
    Add Transcript
    .
  3. Complete the
    Add Student External Transcript
     task:
    Option Description
    Academic Unit
    Workday recommends that you select the highest academic unit at your institution to enable sharing of transcript information with subordinate academic units.
    Official
    You can only assign transfer credits from a student's official transcript.
    Issued Date
    Enter the date that the sending institution created the transcript.
    For transfer credit evaluations, Workday uses the student’s latest official transcript, based on the issued date.
    Received Date
    (Optional) Enter the date that you received the transcript.
    Academic Start
    Academic Exit
    (Optional) Enter the dates the transcript covers.
    Student External Transcript Designations
    (Optional) Select designations for the transcript, such as honors designations or exit codes.
    Type
    If you entered an
    Academic Exit
     date, you can only select
    Final
    .
    If you entered an
    Academic Start
     date without an
    Academic Exit
     date, select
    Midyear
     or
    In Progress
    .
    Transcript Grading Scheme
    Select from the external grading schemes you configured for the educational institution. The grading scheme will apply to all courses on the transcript, unless you select a different grading scheme for a specific course on the
    Course History
     tab.
    Transcript URL
    (Optional) Enter a link to the external transcript on a third-party site.
  4. (Optional) Enter
    Class Details
     when the educational institution is a secondary school.
    Workday calculates the
    Rank Percentile
    .
  5. (Optional) Complete the
    Credentials
     tab:
    Option Description
    Educational Credential
    Select an external educational credential.
    CIP Code
    Select the Classification of Instructional Programs (CIP) code for the credential. Workday maintains the CIP codes as set by the Department of Education.
    Cumulative GPA
    Weighted GPA
    Enter grade point average (GPA) values up to 4 decimal places.
    Credential Grade Points
    Credential Units Earned
    Credential Units Attempted
    Credential Earned Grade Points
    Enter the grade points and units for courses that count toward the educational credential.
    Example: For applicants with a science credential, enter grade points for their STEM courses.
    Workday calculates the
    Credential GPA
     based on the
    Credential Units Earned
     and
    Credential Earned Grade Points
    .
  6. (Optional) Complete the
    Course History
     tab:
    Option Description
    Course Start Date
    Enter the start date of the academic period in which the student completed the course.
    Workday uses this value in transfer credit evaluations, to determine which effective transfer credit rules to apply.
    Course ID
    You can either:
    • Select from courses in the educational institution course catalog.
    • Create a new course for the educational institution.
    Academic Area
    Course Title
    Course Designations
    When you select the
    Course ID
    , Workday populates these fields from the effective version of the educational institution course based on the course start date, current date, or next future version.
    You can change these fields to match the external transcript.
    Course Units Earned
    Workday calculates the
    Earned Grade Points
     for the course by multiplying the:
    • Course Units Earned
       value you specify.
    • Grade Points
       value for the
      Grade
      .
    In transfer credit evaluations, Workday looks at the course units earned to determine whether the coursework satisfies transfer credit rules that require minimum units.
    Course Unit Type
    Workday populates this field from the educational institution course when you select the
    Course ID
    . You can change this field to match the external transcript.
    Workday uses this value in transfer credit evaluations, to convert the external course units to the equivalent number of student units based on unit type conversion policies.
    Course Units Attempted
    Workday populates this field from the educational institution course when you select the
    Course ID
    . You can change this field to match the external transcript.
    Workday uses this value in transfer credit evaluations to determine the:
    • Number of internal equivalent units to grant for the transfer credit.
    • Transfer grade when the transfer credit rule requires multiple courses, for calculating the weighted grade point value.
    Grading Scheme
    You can select a different grading scheme for the course than the
    Transcript Grading Scheme
     you selected.
    In transfer credit evaluations, Workday:
    • Applies the grading scheme that you select for the course.
    • Evaluates only the courses with a grading scheme when you omit the
      Transcript Grading Scheme
      .
    Grade
    When the grade is in the
    Grading Scheme
    , Workday displays the
    Grade Points
     for the grade from the grading scheme.
    Workday uses the grade in transfer credit evaluations to determine the corresponding transfer grade from the transfer grade mapping policy. When the grade point value maps to an internal grade that's configured to earn units, the student earns the
    Course Units Attempted
    . Otherwise, the student earns zero units.
    Additional Course ID
    Select:
    • Codes you created on educational taxonomy schemes.
    • Course tags.
    These codes and tags help you to configure transfer credit rules correctly and meet the transfer policy requirements of your state.
    Student Level
    Select the level of the student when they took the course.
    Course Repeat Code
    Select whether the course was repeated and counted in the student’s GPA.
    This field is for reporting purposes only.
  7. (Optional) On the
    Attachment
     tab, attach a copy of the transcript and supporting documents.
  8. Click
    OK
     and
    Done
    .
You can view external transcripts on the
External Records
 report on the:
  • Education profile group of the prospect profile.
  • Academics profile group of the student profile.
To edit, copy, or remove an external transcript, access the related actions menu of the transcript. When a student transcript has coursework used for granting transfer credits and preliminary transfer credits, you can’t:
  • Remove the transcript.
  • Edit or remove applicable courses on the transcript course history.