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

Steps: Set Up Student Residency

Configure the
Student Residency Event
 business process and Residency domains. You can collect information from applicants and students to determine their residency status.
  1. Configure the questionnaire that you’ll send to students.
    1. Click
      Edit Questionnaire Details
       and select
      Student Residency Event
       from the
      Allowed on Business Processes
       prompt.
    2. If the question requires an uploaded attachment, select
      Maintain Question
      Question Types
      Upload Attachments
      .
  2. Access the
    Maintain Student Documents Types
     task.
    Create the types of documents you'll require at your academic institution and level. As you complete the task, consider:
    Option
    Description
    Document Type
    Add a new document type, such as passport or ID, to verify residency.
    Category
    Select
    Residency Determination (Student)
     for all documents related to student residency.
    Security:
    Set Up: Student Documents
     domain in the Student Core functional area.
  3. Access the
    Maintain Student Document Types for Questionnaire
     task.
    Add a row for each question. As you complete the task, consider:
    Option
    Description
    Student Document Type
    Select a document from the document types that are available for your academic institution and level.
    Workday derives these values from the
    Maintain Student Documents
     task.
    Questions
    For each document type, select the corresponding question. These questions are from the questionnaires that you've enabled for the
    Student Residency Event
     business process that ask for attachments.
    Security:
    Manage: Student Residency
     in the Student Core functional area.
  5. Configure the
    Student Residency Event
     business process in the Student Core functional area.
    Ensure that you configure the appropriate security groups for the:
    • Initiating actions.
    • Actions on the entire business process.
  6. Select
    Business Process
    Edit Definition
     on the
    Student Residency Event
     business process.
    See Edit Business Processes.
    After the
    Initiation
     step, configure the:
    • Complete Questionnaire
       step for Student as Self and Student Prospect as Self (External). Include
      Complete Questionnaire
       as an action step on the business process after the initiation step.
    • (Optional)
      Evaluate Student Residency
       service step. Use the residency calculation mapping and the calculation you created.
    • (Optional)
      Update Student Residency
       task for administrators. Because this task is for administrators, you might want to create condition rules to skip the
      Complete Questionnaire
       and the
      Change Student Residency
       steps using the Initiating Action report field. Use the task to change a student's residency without interacting with the student.
  7. Edit Domain Security Policies.
    Configure the residency domains in the Student Core functional area:
    • Manage: Student Residency
    • Set Up: Student Residency
    • Self Service: Student Residency
    • Student Data: Residency
  8. Activate Pending Security Policy Changes.
  9. Access the
    Create Residency Reason
     task.
    Configure combinations of
    Residency Reason
     and
    Applicable Residency Status
     for your
    Institution
    .
    Security:
    Set Up: Student Residency
     in the Student Core functional area.
  10. (Optional) Access the
    Configure Profile Group
     task to display residency data on the student profile.
    Add the preconfigured
    Residency
     report to these profile groups:
    • Personal For Student
    • Personal for Student Prospect
    Security:
    Set Up: System
     domain in the System functional area.
  11. Configure business processes and tasks to initiate the
    Student Residency Event
     business process.
    You can configure the
    Student Residency Event
     business process to initiate a residency review from other business processes.
    For Applicants:
    Option
    Description
    Student Application Create Event
    Configure
    Initiate Review of Student Residency
     as a service step.
    The step initiates the
    Student Residency Event
     business process when prospective students submit applications.
    Create a condition rule for initiating the step.
    Student Application External Account Create Event
    Add
    Create External Student Site Account
     as a step. This step creates an account for applicants.
    Configure Residency for External Student Site
     task
    Select
    Allow Applicants to Submit Residency Questionnaires
    .
    Security:
    Set Up: External Site Student Residency Configuration
     in the Academic Foundation functional area.
    For Students:
    Option
    Description
    (Optional)
    Continuing Student Registration Onboarding Event
    Initiate Review of Student Residency
     is available as a service step.
    The
    Request Residency Materials
     task is also available as an allowed action to request residency information from returning students.
    Both steps initiate the
    Student Residency Event
     business process.
    Configure the service step and allowed action as a condition if the student needs a residency review to determine residency status.
    Student Onboarding Event
     business process
    Add
    Initiate Review of Student Residency
     as a service step. This step initiates the
    Student Residency Event
     business process.
    Self-Service: Student Residency
    Remove
    Student as Self
     from the group access if you don't want students to view their own status. Administrators can still access the
    View Residency Record
     report from the student's profile.
  12. (Optional) On the business processes, configure:
    • Calculated fields.
    • Condition rules.
    You can create calculated fields. Use a response from a questionnaire as a condition rule for another step on a business process. See Example: Create Condition Rules Using Calculated Fields for Student Residency Event.
  13. (Optional) Access the
    Configure Optional Fields
     task.
    For
    By Functional Area
    , select
    Student Core
    .
    You can configure optional fields on the:
    • Change Student Residency
       task
    • Create Residency Calculation Mapping
       task
    • Edit Residency Calculation Mapping
       task
    • Student Residency Event
       business process
    • Update Student Residency
       task
    • View Residency Calculation Mapping
       task.
    • View Residency Status
       task
    Add rows, and select the criteria for these optional fields:
    • Add Student Documents to Residency
       (Not available for the mapping tasks.)
    • Residency Declaration Date
       (Not available for the mapping tasks.)
    • Residency Effective Academic Period
       (Not available for the mapping tasks.)
    • Residency Reason
    • Resident Detail
    Security:
    Set Up: Configure Optional Fields
     domain in the System functional area.
  • When you request residency information or update residency, the business process initiates depending on the configured initiating actions.
  • If configured, Workday sends a questionnaire to students to upload documents and fill in their residency information. You can review those documents and set the residency status for calculating tuition and financial aid. If you've configured mapping calculations, then Workday determines the residency status based on your configuration.
  • When you configure the
    Residency
     report, you can view residency changes on the Personal profile group of a student and prospect profile.