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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Applicant Immigration Information

Steps: Set Up Applicant Immigration Information

  • Make the external student site available.
  • Provide external site accounts for student applicants.
  • Configure the logic to designate an international student on the
    Configure International Student Logic
     task.
  • Review the logic for a student applicant.
  • Security:
    • Manage: Immigration Status
      ,
      Manage: International Students
      ,
      Set Up: International Students
      , and
      Student Data: Immigration
       domains in the Student Core functional area.
    • Set Up: Student Admissions Sites
       domain in the Academic Foundation functional area.
Workday enables international student applicants to submit their immigration information from the external site.
You can use the same logic that identifies a student as international to identify international student applicants on the
Configure International Student Logic
 task. You also configure the immigration form with the relevant fields to display to applicants on the external student site.
When the applicant accepts the offer of admission to the institution, you can assign the task to submit their immigration information. The applicant can view the link for the task on the Home page. Upon submission of the application, Workday creates the International profile group on the prospect profile. Prospects can't sign into Workday and view their profile. As a result, prospects can't edit their immigration information from the prospect profile.
Workday provides the
Student Applicant Immigration Event
 business process as a step that you can configure on these business processes:
  • Student Application Pre-Matriculation Event
  • Student Onboarding Event
  1. Configure the
    Student Applicant Immigration Event
     business process and security policy in the Student Core functional area.
  2. Configure the
    Submit My Immigration Information
     action step on the
    Student Applicant Immigration Event
    .
    • Ensure that the action step is after the initiation step.
    • Provide access for these security groups:
      Student Prospect as Self (External)
       and
      Student Prospect as Self (Internal)
      .
    • Configure the approval step after the action step if you configure approvals.
  3. Add the
    Submit Student Applicant Immigration Information
     allowed action on these business processes:
    • Student Application Pre-Matriculation Event
    • Student Onboarding Event
    Ensure that you:
    • Add the allowed action as a step condition after the initiation step. Workday adds the
      International Student
       boolean as the entry condition.
    • Specify the
      Submit Student Applicant Immigration Information
       action.
    • (Optional) On the
      Student Application Pre-Matriculation Event
      , configure the allowed service step before the:
      • Reconcile Student Applicant
         step if you're using Match and Merge.
      • Find Duplicates for this Person
         step if you’ve opted into Duplicate Management.
  4. Activate Pending Security Policy Changes.
  5. (Optional) Access the
    Maintain Student Immigration Status
     task.
    Add immigration statuses that are relevant for your institution.
    You can also retrieve or update immigration statuses using these web services:
    • Get Student Immigration Statuses
    • Put Student Immigration Status
    Security:
    Manage: Immigration Status
     domain in the Student Core functional area.
  6. Access the
    Configure Student Applicant Immigration Form
     task.
    On this task, you can:
    • Rename each of the sections:
      Immigration Information
      ,
      SEVIS Information
      , and
      Dependent Information
      .
    • Provide a description of the section as help text.
    • Select which fields to display from each section.
    • Select the required fields.
    • Change the order in which the fields display.
    • Change the field labels.
    Security:
    Set Up: Student Admissions Sites
     domain in the Academic Foundation functional area.
  7. (Optional) Access the
    Create Custom Reports
     task.
    See Create Custom Reports.
    Workday provides these report fields on the
    Student Immigration Data
     business object that you can use for custom reports:
    • In Progress Applicant Immigration Event
       (secured to the
      Self-Service: Student External Site User Access
       domain in the Academic Foundation functional area and
      Student Data: Immigration
       domain in the Student Core functional area).
    • Student Immigration Statuses
       (secured to the
      Audit: Student Data
      ,
      Manage: International Students
      , and
      Student Data: Immigration
       domains in the Student Core functional area).
    Security:
    Custom Report Creation
     domain in the System functional area.
  • The
    Student Applicant Immigration Event
     business process initiates in Workday when the applicant submits immigration information.
  • The approver either approves, denies, or sends back the immigration information, depending on how you configure the business process.
  • Workday stores applicant immigration information on the
    Immigration Information
     report on the prospect profile.
Concept: Approval Step
Edit Business Processes
Create Custom Reports