Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2023-11-03
Create Student Prospects

Create Student Prospects

  • Set up Student Recruiting and Admissions.
  • Create student recruiting regions and admissions counselors if you want Workday to assign them automatically to prospect recruitment records.
  • Configure the
    Student Prospect Update Event
     business process and security policy in the Student Recruiting functional area.
  • Configure the
    Manage: Student Personal Data
    domain and the
    Reports: Students
     domain in the Student Core functional area.
  • Security:
    Reports: Students
     domain in the Student Core functional area.
Add a prospective student to Workday, including:
  • Contact and other personal information.
  • The prospect's educational institution.
  • Recruiting details.
Admissions counselors can enter a subset of prospect data through a mobile device.
As you add prospects, Workday assigns them to matching recruiting regions and admissions counselors. It checks for duplicate prospects if you've configured the Match and Merge process as part of your
Student Prospect Update Event
 business process. Workday also checks if the prospect meets the criteria for any communication items included in an engagement plan or recruiting event, such as a welcome email. If the prospect meets the criteria, Workday sends the email as scheduled.
  1. Access the
    Create Student Prospect
     task.
  2. Select the prospect's
    Country
     if not the United States. The country controls the display of the name and contact fields.
  3. As you complete this task, consider:
    Option Description
    Educational Institution
    The current or most recent educational institution of the prospect.
    Workday can assign the prospect to the recruiting region for this institution, depending on how you define regions.
    Exit Date
    The actual or expected exit date from the educational institution of the prospect. Usually the graduation date.
  4. Enter
    Recruitment
     details:
    When you add a prospect, Workday creates a single recruitment record. If more than 1 academic unit or level is recruiting the prospect, you can add more recruitment records later.
    Option Description
    Stage
    The prospect's current stage of matriculation:
    • Lead:
       You identified the prospect, such as through a search service or marketing activity.
    • Inquirer:
       The prospect has shown interest in your institution by attending a recruiting event, inquiring through your web site, or taking some other action.
    • Pre-Applicant:
       The prospect received application materials (or is in the process of applying) or submitted test scores, transcripts, or a financial aid application.
    Academic Level
    The academic level for which the prospect is being recruited. The prompt includes levels configured for recruiting.
    Academic Unit
    The academic unit that’s recruiting the prospect; this academic unit can differ from the academic unit and level for which the prospect applies.
    The academic level controls the prompt values.
    Academic Period Type
    This field displays if you configure the level of the academic unit to use both dynamic and fixed periods.
    Anticipated Start
    The academic period for which the prospect is being recruited. If the selected academic level is configured for:
    • Dynamic periods, select the estimated start date.
    • Fixed periods, select the academic period, such as Fall 2018.
    The date must fall within the First Entry Date and Last Entry Date for the academic unit and level.
    Anticipated start date is available as a criterion for associating prospects with engagement plans and emails.
    Educational Interest
    The program of study or general educational interest of the prospect. You can use it as a criterion for matching prospects to admissions counselors. You can select from programs of study offered by the selected academic unit and level.
    Student Prospect Type
    Select
    First Year
    ,
    Graduate
    , or other Workday-delivered value. You can use student type as a criterion for reports and for matching prospects to admissions counselors.
    Source
    Identify how you learned of the prospect: a high school visit, information purchased from a search service, or some other source.
    As a shortcut, enter the 3-character source code. Example:
    EVT
     for Event.
    Source Detail
    If the
    Source
     is:
    • Search Service (SSV)
      , select the search service record.
    • Event (EVT)
      , select the recruiting event.
    • Marketing (MKT)
      , select the marketing activity.
    The
    Yield
     displayed for a campaign identifies the number of new prospects from a search service, recruiting event, or marketing activity associated with the campaign.
    Preferred Location
    The campus the prospect prefers to attend. You can use this location as a criterion for matching prospects to admissions counselors.
    The prompt lists locations that respect the campus assignment policy for that institution. If there's no campus assignment policy in effect at the relevant institution, the prompt lists all locations with a usage of Campus.
    Student Tags
    You can use tags to find prospects and as criteria for matching prospects to admissions counselors and engagement plans.
    Expected Availability
    Identifies when the prospect is available to enroll. With
    Anticipated Start
    , it can be useful for prospects taking gap years, military personnel, or professionals contracted through a certain date.
  5. Enter links to the prospect's
    Social
     network accounts if you want to display icons for them on the prospect profile.
  6. As you enter
    Contact
     information, consider that Workday:
    • Displays the public, primary phone number and email at the top of the prospect's profile.
    • Sends emails for engagement plans and recruiting events to the public, primary email address.
    • Uses the primary address to assign a recruiting region when you use geographical criteria to define regions.
    • Only assigns application requirements to prospects who have an email address or address.
    If you export prospect data from Workday, you can filter out contact information that's not designated as Public.
  7. (Optional) As you enter
    Personal Portfolio
     information, consider:
    Option Description
    Extracurricular Activity
    This information gives you a more complete picture of the prospect's interests.
    External Association
    Select from noneducational organizations that the prospect is affiliated with, such as a nonprofit or community-based college prep organization. See Steps: Create External Associations.
  8. (Optional) On the
    IDs
     tab, enter the IDs you want to store for the prospect, such as external system IDs or national IDs.
Workday:
  • Creates a prospect with an active recruitment record. (Student prospects don't have a Workday login.)
  • Makes the prospect's profile available through the
    Find Student Prospects
     report and the
    Find Student Recruitments
     report. Workday restricts ID and personal information to authorized viewers.
  • Add contact information for friends and family. Access the Contact profile group of the prospect's profile and select the
    Friends and Family
     report. This enables you to send engagement items to friends and family as part of an engagement plan.
  • Review the
    Manage Duplicate Records for Student Match and Merge
     report for possible duplicate prospects.
  • (Optional) Make the prospect a favorite by selecting
    Favorite
    Add
     from the prospect's related actions menu.