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Administrator Guide
Last Updated: 2025-04-18
Steps: Manage Historical Academic Records

Steps: Manage Historical Academic Records

As part of your implementation process, you:
  • Import historical academic records into Workday.
  • Load historical credit activation mappings so Workday can activate historical credit for returning students automatically.
Historical academic records you import into Workday must include course IDs.
You can:
  • Track and edit details such as contact information, writeoff, holds, and academic information for historical students.
  • Set up Workday to match historical students to student applicants automatically.
  • Change the historical credit activation mappings to ensure that students earn appropriate credit.
  • Activate historical students in Workday.
  • Request and print official transcripts for historical students.
  • Generate unofficial transcripts for historical students.
Workday automatically activates historical credit when you activate historical students. You can also activate historical credit for a student manually.
  1. (Optional) Access the
    Create Historical Academic Record
     task.
    Add a new historical student with a historical academic record to Workday Student.
    To add new historical records or update existing historical academic records, use the
    Put Historical Academic Records
     web service.
    Security:
    Manage: Historical Academic Records
     domain in the Student Records functional area.
  2. (Optional) From the related actions menu of the historical academic record, select
    Historical Academic Record
    Edit National IDs
    .
    Add and edit national identifiers on historical students.
    Security:
    Person Data: Government IDs
     domain in the Personal Data functional area.
  3. (Optional) From the related actions menu of the historical academic record, select
    Historical Academic Record
    Edit Supplemental ID
    .
    Add or edit an additional identifier for tracking and reporting on historical students.
    When you add supplemental identifiers to historical students, you can use the hssid search prefix to find them by that identifier.
    Security:
    Manage: Historical Supplemental ID
     domain in the Student Records functional area.
  4. (Optional) Set up and manage automatic matching between historical students and student applicants.
  5. Access the
    Maintain Historical Credit Activation Mapping
     task.
    Create these mappings if you plan to automatically activate historical credits. You can change the mapping of a historical course to an active course to ensure that students earn appropriate credit.
  6. You can:
    • Assign credit from 1 historical course to multiple active courses.
    • Assign credit from multiple historical courses to 1 active course.
    • Change existing credit that you previously activated.
  7. Access the
    Maintain Transcript Notes for Student
     task.
    Configure notes to display on a historical student's transcript.
    Security:
    Manage: Academic Records
     domain in the Student Records functional area.
  8. Access the
    Request Official Transcripts for Students
     task.
    Create transcript orders for historical students. You can request up to 100 transcripts at a time for 1 or more students.
    When the historical student is now active, you can request transcripts for the historical and active records separately.
    Security:
    Manage: Transcript and Verification
     domain in the Student Records functional area.
  9. Access the
    Print Official Transcripts
     task.
    Workday prints transcripts as individual or merged PDFs. For activated historical students, Workday prints the historical and active academic records on the same transcript.
    Security:
    Manage: Official Transcripts
     domain in the Student Records functional area.
  10. Access the
    Generate Unofficial Transcript for Student
     task.
    For activated historical students, Workday prints the historical and active academic records on the same transcript.
    Security:
    Manage: Unofficial Transcript for Student
     domain in the Student Records functional area.
Workday:
  • Displays historical records on the
    Historical Records
     report on the Academics profile group of the student profile.
  • Updates the academic requirements for students based on the activated historical credit.
  • Recalculates statistics such as GPA, class standing, and academic standing when you activate historical credit.
  • Makes the historical credit activation mappings available on the
    Find Historical Credit Activation Mappings
     report.
You can access the:
  • Find Historical Academic Records
     report to review historical academic records.
  • Edit Historical Academic Record
     task to edit a historical academic record.
You can purge historical student transcript documents, such as attachments on transcript orders and PDFs of official and unofficial transcripts:
  • Create custom reports using the
    Historical Academic Records
     report data source.
  • Use the Historical Academic Record purgeable data type on the
    Purge Privacy Data
     task.