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Administrator Guide
Last Updated: 2024-03-08
Create Student Applicants

Create Student Applicants

  • Create an application grouping for the applicant's academic unit, level, and start date.
  • Create any application requirements and assessments that you want Workday to assign to new applications.
  • Configure the
    Student Application Create Event
     business process and security policy in the Admissions functional area.
  • Security:
    Manage: Student Application Personal Data
     domain in the Admissions functional area.
You can manually create a student prospect with a stage of Applicant when you need to create an application for a prospect without an existing record in Workday. You can enter the personal information of the applicant as well as the application details.
You can also add an application for an existing student or applicant by accessing the
Add Student Application
 task. This task enables you to add application data without entering personal information.
  1. Access the
    Create Student Applicant
     task.
  2. Select the applicant's
    Country
     if not the United States. The country controls the display of the name and contact fields.
  3. As you enter
    Application
     information, consider:
    Workday creates 1 application. If the prospect is applying to more than 1 academic unit or level, you can add applications later.
    Field
    Description
    Stage
    Automatically populates to
    Applicant
    , which you can't change.
    Application Requirement Status
    Automatically populates to
    Incomplete
    . Workday changes the status to
    Complete
     when all requirements that impact the admissions decision are completed or waived.
    Application Review Status
    Automatically populates to
    Not Started
    . Workday changes the status to:
    • In Progress
       when you begin the application review process.
    • Complete
       when you finish the review.
    Applicant Type
    You can use applicant type as a criterion for creating application pools.
    Application Date
    Automatically populates to today.
    Application Source
    Select from the Workday-delivered values.
    Anticipated Load Status
    For informational purposes. This selection doesn't affect the applicant's academic record or financial aid eligibility.
    Student Tags
    You can use tags to:
    • Match applicants to engagement plans.
    • Assign completion requirements to applications.
    • Assign applications to application pools.
    • Find applicants.
    Primary Program of Study
    When necessary, you can use the
    Change Application Program of Study
     task to change the program of study. You can change to a program of study offered by academic units that are subordinate to the same admitting academic unit as the original program of study.
    You can also admit the applicant to a different program of study offered by the same institution when:
    • Evaluating an application as part of the
      Admissions Evaluation Event
       business process.
    • Rendering a decision as part of the
      Student Application Decision Event
       business process.
    Program Focus
    You can see the program focus options here if your program of study is also a parent program of study.
    Anticipated Start
    If the
    Academic Period Type
     is:
    • Fixed, select the academic period, such as Fall 2021.
    • Dynamic, select the anticipated start date of the applicant.
    Campus Location
    If a campus assignment policy is in effect, you can select from locations that respect the policy. Otherwise, you can select any location with a usage of Campus.
  4. (Optional) In the
    Additional Application Interests
     section, add a row in the grid for any additional programs of study that the prospect is applying to.
  5. Enter the applicant's
    Date of Birth
    ,
    National ID
    , or both.
  6. As you enter
    Contact
     information, consider that Workday:
    • Displays the primary, public phone number and email at the top of the applicant's profile.
    • Uses the primary, public email address for engagement email.
    • Uses the primary mailing address for printed engagement items.
    • Only assigns application requirements to prospects who have an email address or address.
  7. (Optional) In the
    Application Details
     section, enter more information for the applicant, such as prior education, military service, and achievements.
    When you enter educational institutions in this section, Workday updates the
    External Records
     report on the Education profile group of the prospect profile.
Workday:
  • Checks for a matching prospect with a corresponding recruitment record. If it finds one, it links it to the application. Otherwise, Workday creates a default recruitment record for the application.
  • Assigns completion requirements and assessments to the application.
  • Adds the application to a grouping and application pool.
  • Sends the applicant an email or other engagement item if the applicant meets the criteria for an engagement plan.
  • Makes the applicant's profile available through the
    Find Student Prospects
     report.
(Optional) Access the prospect's profile to enter:
  • Test scores.
  • Transcripts.
  • Completed application requirements.
  • Assessments.
  • Payment of an application fee.
(Optional) Add the applicant to 1 or more student cohorts.