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Administrator Guide
Last Updated: 2023-09-08
Steps: Set Up Student Data

Steps: Set Up Student Data

Configure Workday for student personal and contact information, including student profiles. In Workday, you start by configuring student data the same way as you would any person data. You then configure tasks, business processes, and domains specific to Student administrators and student users.
This topic provides an overview for administrators setting up Workday Student. The topic steps you through some of the Student-specific configurations in the context of setting up personal information in Workday. If you're using HCM, ensure that you don't impact existing configurations for managing personal information when you set up Student.
  1. Access the
    Edit Tenant Setup - Global
     task.
    Configure tenant-wide personal information. See Steps: Set Up Personal Information Fields.
  2. Configure personal information and security policies for the student person type.
  3. Access the
    Edit Tenant Setup - Student
     task.
    Configure the Student tenant-wide settings. See Reference: Edit Tenant Setup - Student.
  4. Configure personal information and localization settings.
    Workday considers students as the Worker person type. Configure student localization settings for the Worker person type.
  5. (Optional) Access the
    Maintain Feature Opt-Ins
     report.
    Enable the
    Segment Security Fix for Multiple Person Types
     feature.
    When you opt in, Workday displays the person data of student workers to members of a segment-based security group with access to the student-worker segment.
    Security:
    Set Up: System
     domain in the System functional area.
  6. Set up segmented security to access person-related data for a student. Segment-based security access grants the ability to view that data on the equivalent profile. Example: When you have access to Student and Student Prospect segments, but not the Worker segment, you can only see person-related data on student and prospect profiles.
  7. Set up rule-based security to grant students security access based on certain criteria such as active status, cohort membership, graduated status, and institution. Example: You can create a security group that enables only students in the College of Arts and Sciences to request a change to their major.
  8. Configure the
    Personal Information Change
     business process to enable administrators and students to update personal information.
    This business process enables you to manage changes to personal data, including:
    • Aboriginal/Indigenous identification
    • Citizenship status
    • Date of birth
    • Disabilities
    • Ethnicity
    • Gender and gender identities
    • Marital status
    • Military service
    • Pronouns
    • Religion
    • Sexual orientations
  9. Configure the personal data domains in the Student Core functional area.
    Configure the:
    • Student Data domains in order to manage student-specific personal information.
    • Student self-service domains for students to add or update their own personal information.
    Add Students to the domain security policy to enable them to view and modify the tasks and reports secured to these domains.
  10. Configure names.
    To enable Student Administrators and Students to add or update their own data, configure these domains and business processes for:
    • Person Data: Names
       and
      Self Service: Names
       domains.
    • Person Data: Name Pronunciation
       and
      Self-Service: Name Pronunciation
       domains.
    • Person Data: Preferred Names
       and
      Self Service: Preferred Names
       domains.
    • Person Data: Legal Names
       and
      Self Service: Legal Names
       domains.
    • Legal Name Change Event
       and
      Preferred Name Change Event
       business processes.
  11. Configure IDs.
    • Use Universal IDs if the student has another role in your institution. Universal IDs are for all person types such as employees, contingent workers, prospects, and students. See Steps: Set Up Workday IDs.
    • Use Student IDs only for students. See Steps: Set Up Student IDs.
    Configure the Person domains for personal data. If you want students to update their own personal data, configure the corresponding self-service domains. Example:
    • Person Data: Passports and Visas
       and
      Self-Service: Passports and Visas.
    • Person Data: Government IDs
       and
      Self-Service: Government IDs.
    Configure the Person ID business processes to enable updates to students' data. Example:
    Passports and Visa Change
    ,
    Edit Government IDs
    ,
    Edit ID Information
    ,
    Edit Other IDs
    ,
    Edit Licenses
    .
  12. Configure contact information for students.
    Configure address and phone contacts, including institutional contacts.
    To enable a change to the student's home, work, and institutional contact information, configure these business processes:
    • Home Contact Change Event
    • Work Contact Change Event
    • Institutional Contact Change Event
    Configure the contact information domains for student administrators and students, if you want them to update their own contact information. Example:
    Person Data: Home Contact Information
     and
    Self-Service: Home Contact Information
    .
  13. Configure Student profile information.
    You have the ability to configure student profiles on these tasks with Workday-delivered content:
    • Configure Profile Summary
    • Configure Profile
    • Configure Profile Group
    You can also add a custom report to a student profile. See Example: Add a Custom Report to a Student Profile.
Student Administrators and Students can view or create data, or both, based upon the needs of your institution. Depending on the configuration, they can also update student data.
Set up other student-related information:
  • Student directory
  • Student Accommodations
  • Student residency
  • Athletic information
  • Student friends and family contact information
  • Student documents
  • International Student Data
You can enable students to update their own information by configuring the permitted self-service tasks for the
Student As Self
 security group on business processes. Example: On the
Student Onboarding Event
 business process, for students to manage their personal directory information, configure the:
  • Manage My Privacy Settings
     task.
  • Security
    Group
    Student as Self
    .
You could also configure the self-service Review tasks. These tasks are available as allowed actions on the
Student Onboarding Event
 and
Continuing Student Registration Onboarding Event
 business processes. Example:
  • Review My Friends and Family
  • Review My Home Contact Information
  • Review My Legal Name
  • Review Permissions for My Third Party