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Administrator Guide
Last Updated: 2023-09-08
Steps: Manage Historical Student Matches

Steps: Manage Historical Student Matches

  • Load historical students into Workday as part of your implementation process.
  • Create student applicants.
You can configure Workday to match historical students to active students or applicants automatically, helping you identify when students return to your institution. For Workday tenants with multiple institutions, you can only:
  • Associate an active student's record with the same student's historical academic record if they’re associated with the same institution.
  • Merge historical records with active records only if they're within a single institution.
  • Associate, merge, and view records for the institutions to which you have access.
Workday surfaces exact and suggested matches using rules based on:
  • National ID.
  • Last Name and Student ID.
  • Last Name and Date of Birth.
Workday automatically:
  • Identifies a historical student and an active student or applicant as a match if they satisfy the National ID rule.
  • Suggests a historical student as a match to an active student or applicant if they only satisfy either or both of the remaining rules.
  1. Access the
    Schedule Match Historical Students to Students Job
     task.
    For tenants with multiple institutions, the
    Match Historical Students to Students Job
     finds suggested matches only within the same institution. Even if there are historical student and active student records at more than 1 institution, the job returns matches only within the same institution on the
    Find Suggested Historical Student Matches
     report.
    Schedule the frequency of the job.
    Security:
    Manage: Historical Academic Records
     domain in the Student Records functional area.
  2. Access the
    Find Suggested Historical Student Matches
     report.
    For tenants with multiple institutions, the
    Institution
     prompt displays the historical student matches by their associated institutions.
    Review the matches Workday suggests between historical students and student applicants.
    Security:
    Reports: Historical Student Matching
     domain in the Student Records functional area.
  3. Access the
    Resolve Suggested Historical Student Match
     task.
    From the related actions menu of an active student or applicant with a suggested match, select
    Historical Student
    Resolve Suggested Match
    .
    Resolve a suggested match between a historical student and an active student or applicant as either a match or not a match.
    Security:
    Manage: Historical Academic Records
     domain in the Student Records functional area.
  4. Access the
    Remove Historical Student Match
     task.
    From the related actions menu of an active student or applicant with an existing match, select
    Historical Student
    Remove Match
    .
    Remove an existing match between a historical student and an active student or applicant who aren't the same person.
    Security:
    Manage: Historical Academic Records
     domain in the Student Records functional area.
  5. (Optional) Access the
    Refresh Match Historical Students to Students Job
     task.
    To update historical students and active records matches, run the task to update the
    Match Historical Students to Students
     job. Upon confirming the action, Workday reruns the job on all historical students, and active students and applicants in the tenant. Workday matches active academic records and historical academic records only if the institution for the records is the same.
    Users with access to only 1 of the institutions associated with either record can view the record only on the
    Find Suggested Historical Student Matches
     report.
    Security:
    Manage: Historical Academic Records
     domain in the Student Records functional area.
Historical students that you or Workday confirm as a match to active students or applicants remain connected to the student when they matriculate.
Unless you run the
Refresh Match Historical Students to Students Job
 task, in future runs of the match job, Workday won’t evaluate the historical student and active student or applicant combinations for a match that you already:
  • Confirmed.
  • Rejected.
  • Removed.
You can create a custom report to view matches between historical students and active students or applicants using the
Historical Match Reconciliations
 report data source.
For multiple institutions, users can view historical matching reconciliations for only the institutions to which they have access.
Create Student Applicants
Create Custom Reports