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Administrator Guide
Last Updated: 2025-04-18
Manage Historical Student Connections

Manage Historical Student Connections

  • Ensure you have a historical record and an active record for the same student.
  • Security:
    Manage: Historical Academic Records
     domain in the Student Records functional area.
You can manage historical student connections to process the historical data of returning students. You can:
  • Associate them with active students.
  • Merge them with active records and assign historical credit to an active record. To automatically activate historical credits, access the
    Maintain Historical Credit Activation Mapping
     task to confirm the mappings are in place. If not, create a new mapping. See Steps: Manage Historical Academic Records.
  • View historical and current data on the student's active academic record and transcripts.
  • Undo any previously connected historical academic records.
  1. Access the
    Maintain Historical Student Connection
     task.
  2. Complete the task:
    Option Description
    Connect with active student
    Select to connect the historical student with an active student profile but not combine the academic records.
    Example: Peggy Smith attended Alma Mater University and received their B.S. in Economics in 2010. They returned to Alma Mater University in 2020 for their M.S. in Economic Policy. You can connect their historical student profile to an active student profile without transferring over their old academic statistics.
    For tenants with multiple institutions, you can only connect a historical student and an active student if at least 1 academic record is within the same institution.
    Combine academic records
    Combine a historical record with an active record in progress.
    Click
    OK
     to display a confirmation page where you can:
    • Verify that all information is correct.
    • Assign credit from historical courses to active courses by selecting
      Activate Historical Credit Automatically
      . When automatically activating historical credits, Workday compares both the
      Historical Course ID
       and the
      Historical Course
       to the mappings created via the
      Maintain Historical Credit Activation Mapping
       task.
    • Confirm the activation.
    Example: Jo Garcia completed their undergraduate degree but left halfway through their graduate degree. When they return to complete their graduate degree, you can combine their graduate historical record with their active record to maintain continuity and data integrity. When you print a transcript for Jo, Workday prints only the active record. Workday includes any reactivated historical information, such as programs or course credit on their active record.
    For tenants with multiple institutions, you can only combine academic records for a historical student and an active student if at least 1 academic record is within the same institution.
    Workday does not automatically reactivate a credit for a historical course that has more than 1 possible historical credit activation mapping. Reactivate these credits manually using the
    Activate Historical Student Credit
     task.
    Undo student connection
    Select to undo a student connection completely. This action removes all historical academic records and information from an active student.
    Before you undo a student connection, make sure that you remove all:
    • Reactivated historical credit, using the
      Activate Historical Student Credit
       task.
    • Holds from the historical student record that might persist on the active student's profile.
    Undo academic record connection
    Select to remove a previously connected historical academic record. However, Workday doesn't remove the connection between the historical student and the active student. Before you undo an academic record connection, make sure that you remove all:
    • Reactivated historical credit, using the
      Activate Historical Student Credit
       task.
    • Holds from the historical student record that might persist on the active student's profile.
When you:
  • Connect a historical student profile to an active student profile, Workday displays all historical student data on the
    Historical Records
     report on the Academics profile group of the active student's profile.
  • Combine a historical academic record to an active one, Workday displays the historical academic record directly on the overview of the Academics profile group of the student's profile.
When you don't select the
Activate Historical Credit Automatically
 check box, run the
Activate Historical Student Credit
 task to assign historical credit to the student manually.