Setup Considerations: Student Residency

What It Is

The student residency feature enables institutions to determine the residency status of applicants and students. The student's residency determines their eligibility for discounted in-state tuition and financial aid packaging, and therefore has implications on the costs and revenue of the institution.

Institutions can use the residency fields to run Financial Aid Rule Sets and student financials reports.

Business Benefits

The residency feature enables institutions to:

Collect residency information from applicants and students.

Make determinations regarding tuition and financial aid costs.

You can automate the process of collecting information and store the information in Workday. You create the residency questionnaire in Workday, then make it available for applicants on the external site. Applicants and students have insight into the process, and can respond to questions and upload any supporting documents directly into Workday.

Use questionnaire responses to make residency determinations.

Use Cases

Applicants and students submit residency questionnaires during Admission and Onboarding.

Review relevant information such as citizenship, and determine a student's residency. Optionally, create residency mappings and calculations to determine residence without review.

Enable students to initiate a change to their residency status, or do it for them.

You and students view residency status.

Update a student's residency status.

Use residency determinations to make financial decisions such as financial aid, tuition, housing, and other in- or out-of-state costs.

Create reports using report fields from the responses in the questionnaires. You run reports to determine whether students are In-State
or Non-residents
.

Questions to Consider

Questions	Considerations
What criteria does your institution use to determine a student's residency?	You can create questionnaires to help you collect the information and supporting documentation that you'll need to determine residency. You can create different questionnaires for different populations. To determine residency, consider the: Questions youneed to ask. Supporting documentation you require. You can create residency questions for a repository, then use them on your questionnaire. You can also create the questions from the questionnaire itself. You can include multiple question types and use branching logic for follow-up questions depending on how respondents answer.
How do you want to provide the questionnaire to applicants?	You can provide the residency questionnaire to applicants on the external student site, or on an ad hoc basis to an individual student or applicant. To provide it on the external site, create the Configure Questionnaire step on the residency business process. You can also configure the residency business process to initiate from other business processes. Example: Initiate the residency business process to send the questionnaire from the Student Application Create Event when prospects submit applications.
Do you plan on sending different questionnaires depending on specific conditions?	Use condition rules to send different questionnaires to different populations of applicants. Example: You want to send questionnaires to military personnel who are residents of the state, but deployed on another base. You can also create calculated fields to use questionnaire responses to send another questionnaire.
What reasons for residency does your institution use?	Residency Status is Workday-delivered. Only a student with a status of Resident is eligible for discounted tuition. Create Residency Reasons for determining residency status.
Do you want to view a student's residency history?	Add the Residency report to the Personal profile group of the student's profile. The Residency History report updates each time the business process runs, sorted by the most recent effective date. Viewing the history enables you to troubleshoot residency issues, if needed.
What other residency information do you want to display on your student profile? Do you want the document attachments submitted through the questionnaire to display on the student profile?	You can't view the documents or attachments without proper access. You can limit access to add, edit, and delete documents. You can also restrict access to the Document Category. Configure the Student Documents feature to display student documents on the student profile. You can enable the attachments submitted through the questionnaire to display on the Documents report of a student's profile. The attachments display after the Student Residency Event completes.
Who can initiate a residency change? Are you going to enable students to initiate a residency change through self-service?	Students can request a change of their residency status from self-service. Administrators can also request a change of the student's residency status.
Do you want to enable residency updates without sending a questionnaire?	Configure the Update Student Residency task as an initiating action on the Student Residency Event business process. Using this task, you can set up the business process without requesting a residency review. Set up condition rules so that the task runs without routing to the student.
Who can view student residency status? Will you enable students to view their residency status?	If residency status isn’t relevant at your institution, hide the status from the student on the student's profile. You can access the student's status from a clickable link.
Which information do you need to record as part of your residency decision?	Workday provides a wide variety of options on the residency tasks. To simplify the review process, you can hide fields that you don't require for residency at your institution. Example: Residency Detail might only be relevant for a Community College.
When do you want to review residency?	You can add the residency business processes and tasks on any business process where you want to initiate a residency review. Example: Add it to the Student Onboarding and Continuing Student Registration business processes as safeguards if residency determination is pending.
Who reviews the residency responses and documentation at your institution?	You can designate who can review residency status. Workday doesn't automatically notify reviewers when applicants submit their questionnaires and supporting documentation. For a list of the students who are waiting for their residency determination, run the Students Awaiting Residency Review report. Do you want to do a manual review or automate the process of determining residency status without a manual review?
Do you want Workday to make an initial residency determination?	You can create residency calculation mappings to automate the determination of residency status. Decide how you map the fields to correspond to the residency reason combinations at your institution. Consider which calculation task you'll use to calculate and determine residency. Are you going to use an aggregate score based on questionnaire responses? Or are you going to evaluate based on report fields on the Student and Student Residency Event business objects? You can configure the evaluate residency service on the residency business process using your mapping and calculations.
Who approves and make a residency determination? Who's going to approve requests to change residency status?	to route approvals, configure the Student Residency Event and the other business processes.

Recommendations

Access the

Find Questions

report to avoid redundancy before creating questions.

Group similar questions by assigning tags.

Add the Student Residency Event
action step, which sets the student's residency, after the Complete Questionnaire
step on business processes.

When using residency mappings, determine which fields and questionnaire answers result in corresponding residency statuses.

When you create a calculation using report fields, configure the

Total Questionnaire Score

report field on the Student Residency Event
business object. Ensure that your calculation evaluates a student or applicant for the appropriate residency status.

If you don't want to review residency status manually, consider removing the Change Student Residency
action step. You can also keep the action step, and configure a condition rule to route to the action step for a manual review when the calculations and mappings display an Undetermined
residency status.

Configure the

Update Student Residency

task on the Student Residency Event
business process. Set up condition rules so that the business process skips steps when the initiating action is

Update Student Residency

. Use the

Update Student Residency

task to update a student's residency without routing a questionnaire to the student.

Use condition rules to ensure that the residency status isn’t blank. Example: Use the condition rule for international students on the Student Onboarding
business process.

Add the

Residency

report to the

Personal

profile group of a student profile so you can view all residency changes for a student.

Add the

Initiating Action

report field to custom reports and condition rules, to review the initiating action for each residency event. You can view all residency changes, not just the ones that require review.

Use segmented security to restrict who can view confidential residency documents and questionnaire responses.

Requirements

On the external applicant website:

Configure and publish the external student site.

Provide external accounts for applicants.

Create document types for the residency categories you need.

Provide support for required file types.

Select Student as Self
and Student Prospect as Self
as

Groups

when you include the Complete Questionnaire
step on a business process. This enables students with Workday accounts and applicants with external accounts to complete the questionnaire.

In Workday:

Set the

Effective Date

of residency status to match the first day of the academic period. For tuition or financial aid considerations, the residency status effective date must be on or before the standard period start date of the academic period.

Configure the tasks for maintaining student document types.

Map attachments to student document types on the questionnaire. The document questionnaire task saves residency attachments on the questionnaire as student documents in Workday.

Limitations

No impact.

Tenant Setup

No impact.

Security

Domains	Considerations
Manage: Student Residency in the Student Core functional area	Enables you to set a student's residency using the questionnaire results and review the residency reports.
Self-Service: Student Residency in the Student Core functional area	Enables students to view their own residency status.
Set Up: External Site Student Residency Configuration in the Academic Foundation functional area	Enables you to display the residency questionnaires on the external student landing page.
Set Up: Student Documents in the Student Core functional area	Enables you to configure student documents. You can use segmented security to restrict access to document categories.
Set Up: Student Residency in the Student Core functional area	Enables you to create, edit, and view: esidency mappings. esidency reasons.
These domains in the System functional area: Questionnaire Creation and Distribution Questionnaire Results	The Questionnaire Creation and Distribution domain enable you to create and maintain questionnaires. The Questionnaire Results domain enables you to view responses and survey results. You can use segmented security to restrict access to questionnaires and responses.

Business Processes

Business Process	Considerations
Student Application Create Event	Enables you to initiate the residency review when the prospective student submits an application. You can also create conditional rules for applicants and students who haven't completed a residency review.
Student Application External Account Create	Creates an account for applicants.
Student Onboarding Event	Enables you to: Configure conditional rules for reviewing residency for matriculated students. Initiate a residency review if the student hasn't completed one or doesn't have a residency status.
Student Residency Event	Enables you to configure a residency review process for applicants and students to submit questionnaires and attachments. You can also configure the Evaluate Student Residency service step on the business process. Use this service step to configure an event service for residency evaluations. Workday calculates and determines residency based on the residency mappings and calculations you configure. You can also configure the Update Student Residency task on the business process as an initiating action. You can use condition rules for updating a student's residency without the questionnaire step.

Reporting

Use these reports to review and view residency:

Students Awaiting Residency Review

View Residency Status

View Student Residency History

Use the

Student Residency Events

report data source to create custom reports on residency events.

Use the

Initiating Action

report field on the Student Residency Event
business process to create custom reports to view the initiating action for each residency event.

Integrations

Web Service	Considerations
Add Student Document	Creates a new student document for a student.
Edit Student Document	Updates an existing student document with the information in the request.
Get Student Documents	Retrieves all the student documents associated with a student.
Get Student Residencies	Retrieves effective-dated student residency information, including the student documents that support residency.
Submit Student Residency	Creates or updates effective-dated residency information for a student.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Features	Considerations
Admissions	The residency questionnaire and supporting documentation provide the information required to make a residency determination during the admissions process.
Financial Aid	Financial aid rule sets and packages use the residency information fields to calculate financial aid and tuition costs.