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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Student IDs

Steps: Set Up Student IDs

Create IDs that uniquely identify your students. You can use Student IDs or Universal IDs:
  • Student IDs are specific to students and prospects. If a student is also another person type in your tenant, such as student worker, they have a separate ID for the other role. You can also include Student IDs in Workday user names.
  • Universal IDs are consistent for all person types. You can't include Universal IDs in Workday user names.
A student or prospect can have multiple IDs, but Workday displays only 1 ID – either the Student ID or the Universal ID – for the student or prospect.
  1. Specify ID formats and create sequence generators that produce Student IDs or Universal IDs.
  2. Identify the ID generators to use for Student IDs or Universal IDs.
    • If you're using Student IDs:
      1. Access the
        Edit Tenant Setup - Student
         task.
      2. Select an
        ID Generator for Student ID
      3. (Optional) Select
        Include Student ID or Universal ID in Student Name
        .
    • If you're using Universal IDs:
      1. Access the
        Edit Tenant Setup - System
         task.
      2. Select an
        ID Generator for Universal Id
        .
      3. Access the
        Edit Tenant Setup - Student
         task.
      4. Select
        Use Universal Id instead of Student ID
        .
      5. (Optional) Select
        Include Student ID or Universal ID in Student Name
        .
  3. (Optional) To issue IDs to student prospects before they matriculate, add the
    Create Student ID
     or
    Create Universal ID
     service step to these business processes:
    • Student Application Create Event
      .
    • Student Application Pre-Matriculation Event
      .
    Otherwise, the
    Matriculate Student Applicant
     service step on the
    Student Application Pre-Matriculation Event
     business process automatically issues IDs to students when they matriculate.
    See Edit Business Processes.
  4. Customize what to call IDs in your tenant. Example: Alma Mater University uses AMU IDs.
    In the
    Term Context
     field, select
    Global
     for Universal IDs.
    Custom labels are available for Universal IDs only.
  5. (Optional) From the related actions menu of the student or prospect, select
    Integration IDs
    Create Universal Id
    .
    Manually create a Universal ID for a student or prospect.
    Security:
    Person Data: Universal ID
     domain in the Personal Data functional area.
Workday displays Student IDs or Universal IDs on student profiles and student prospect profiles.
  • To edit a Student ID, access the
    Edit Student ID
     task.
    Security:
    Manage: Student ID
     domain in the Student Core functional area.
  • To edit a Universal ID, select
    Integration IDs
    Edit Universal Id
     from the related actions menu of the student or prospect.
    Security:
    Person Data: Universal ID
     domain in the Personal Data functional area.