Concept: Academic Period Record Overrides
Workday automatically assigns student course registrations to academic period records based on your
Registration Assignment Policy
policy. With academic period record overrides, you can manually change which academic period record a registration is tied to when the default assignment does not meet your institution's needs. See Set Up Registration Assignment Policy.Use overrides to correct data, align registrations with a different academic period for academic history and reporting, or address unique registrar scenarios that your default policy cannot handle.
How Registrations Are Ties to Academic Period Records
When a student registers for a course, Workday ties the registration to an academic period record on the student's academic record. That academic period record determines how the registration appears in academic history and how it contributes to academic statistics, such as:
- GPA
- Units attempted
- Class standing
- Load status
Academic period record overrides do not replace that policy. They give you a controlled way to change the assignment for individual registrations.
When to Use an Override
Consider an academic period record override when:
- A registration was tied to the wrong academic period record based on your default policy.
- You need to move a registration to a different academic period for academic history, transcript, or reporting purposes.
- You want a registration to display under a non-standard period or a period on a different academic calendar.
- You need to correct legacy data without extensive manual workarounds.
Overrides are intended for limited, registrar-controlled use. Workday recommends restricting access to a small set of authorized users.
How Overrides Work
To override an academic period record assignment, an authorized user initiates the
Override Academic Period Record for Registration
task. This task starts the Academic Period Record Override Event
business process.Workday also restricts which academic periods you can select. Available periods must:
- Be striped by the same institution as the academic record.
- Have an end date on or after the academic record start date.
- Have an end date on or before the student's expected completion date.
- Not occur before the student's earliest academic period.
You can't initiate a new override or reassign a course registration while an Academic Period Record Override Event is in progress for that registration.
After submission, the event routes through your configured business process for review and approval. Approvers can use
Send Back
to return the event to the initiator for correction.What Happens When You Override a Registration
When the Academic Period Record Override Event successfully completes:
- Workday moves the registration to the target academic period record.
- If the target academic period record does not exist on the student's academic record, Workday creates it. Workday can create nonstandard period records even when your typical attendance pattern configuration does not support creating them.
- Academic statistics for both the original and target period records are recalculated to reflect the change.
- The registration start date remains unchanged.
- If the original academic period record has no remaining registrations after the move, Workday deletes that period record.
- If the registration has a cumulative GPA override, Workday deletes that override.
- The overridden registration is flagged to be included in the next Academic Progress job run. The student’s program of study GPA won’t update until Academic Progress runs.
To revert a registration to its original academic period record, submit another override back to the original academic period. Workday does not provide a separate rescind action.
Reporting
Workday provides reporting fields to help you identify and track academic period record overrides, including:
- Whether a student course registration has an overridden academic period record.
- Academic period record override events for a student course registration or academic record.
- Previous and new academic periods on an override event.
Use these fields to build custom reports that support audit, compliance, and operational review of override activity at your institution.