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Administrator Guide
Last Updated: 2023-06-23
Steps: Correct Academic Records

Steps: Correct Academic Records

Configure these business processes and security policies in the Student Records functional area:
  • Edit Student Program of Study Status Event
  • Student Grade Update Event
You can:
  • Change students' program of study records, such as add or remove programs and change the status, effective date, or primacy.
  • Remove a final grade.
  • Override the course attempt that earned credit based on the course repeat policy applicable to the student.
  • Correct the academic records of students to ensure accuracy, accommodate special requests or policy changes, and manage exceptions.
The
Edit Programs of Study for Student
 task that you use for correcting program of study records gives you a high level of administrative control. To prevent unintended downstream impacts, Workday recommends that you restrict access to the task. You can create a constrained role-based security group and grant access to this group on the
Edit Student Program of Study Status Event
 business process security policy.
  1. (Optional)
    Change Program of Study Records
    1. Access the
      Edit Programs of Study for Student
       task.
    2. Edit or enter data.
      You can't complete programs for students on this task. Use the
      Complete Programs for Student
       task instead.
      You can use this task to remove a program completion, which removes the conferred degree and sets the program of study to
      In Progress
       status.
    Security:
    Manage: Academic Records Exceptions
     domain in the Student Records functional area.
  2. (Optional)
    Remove a Final Grade
    1. Access the
      Assign Student Grades
       task.
    2. Remove a
      Final Grade
      Workday automatically updates the course status to
      In Progress
       and recalculates these academic standing statistics for the student:
      • Class Standing.
      • Earned Units.
      • GPA.
      Workday recommends you set up notifications on the
      Student Grade Update Event
       business process to notify administrators by student grade removals.
    Security:
    Manage: Interim Grades
     domain in the Student Records functional area.
  3. (Optional)
    Override Repeated Courses
    1. Access the
      Override Repeated Courses for Student
       task.
      For students with multiple academic records, select the academic record that you want to edit.
    2. Change the
      Counted Attempt
       in the grid.
      Workday:
      1. Evaluates impacted course equivalency groups.
      2. Updates the student's GPA.
      3. Recalculates class standing.
      4. Launches the academic progress evaluation.
    Security:
    Manage: Academic Records
     domain in the Student Records functional area.
  4. (Optional)
    Mass Refresh Academic Records
    1. Access the
      Mass Refresh Academic Statistics
       task.
      You can use this task to repair and reset academic data that's impacted by configurations such as calendar policies or class standing policies.
    2. Select multiple students to refresh.
      When you refresh students' academic statistics, Workday refreshes:
      • Academic Period Records.
      • Class Standing for Academic Records.
      • Class Standing for Academic Period Records.
      • Course Credit Loss Reasons.
      • Course Equivalency Grade Replacement Records.
      • Student Course Repeat Records.
      • Student Load Statuses.
    This task may result in changes that impact data in the Financial Aid and Student Financials functional areas, such as merit packaging or student charges. After you run the
    Mass Refresh Academic Statistics
     task, you must manually run the appropriate Financial Aid or Student Financials tasks, such as:
    • Assign Cost of Attendance
    • Edit Charge Assessment Schedule
    • Refresh Attendance Plan/Activate ISIR - Student
    Manually running the associated Financial Aid or Student Financials tasks helps to ensure that all data changes are accurately reflected across any impacted areas in Workday.
    Security:
    Manage: Mass Refresh Academic Statistics
     domain in the Student Records functional area.
You can use the:
  • Student History
     page to view history items with information from the
    Mass Refresh Academic Statistics
     task.
  • View Programs of Study for Student
     report to review the program of study details for a student.
  • View Overridden Repeated Courses for Student
    report to review the overridden course repeats for a student.
When you change the status of a program of study that inactivates it, verify that the reporting record is still correct. You can change the reporting record, if needed.