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Administrator Guide
Last Updated: 2024-09-20
Steps: Set Up and Manage Student Status Changes

Steps: Set Up and Manage Student Status Changes

  • Configure these business processes and security policies in the Student Records functional area:
    • Student Dismissal Event
    • Student Institutional Withdrawal Event
    • Student Leave of Absence Event
    • Student Suspension Event
  • Security: These domains in the Student Records functional area:
    • Manage: Academic Records
    • Reports: Academic Records
You can manage and record these program of study status changes for students in Workday:
  • Dismissal
  • Institutional Withdrawal
  • Leave of Absence
  • Suspension
You can also use these web services to load student status changes into Workday:
  • Import Student Dismissal Events
  • Import Student Institutional Withdrawals
  • Import Student Leave of Absences
  • Import Student Suspensions
These status changes:
  • Apply to all in-progress programs of study within the same academic record.
  • Update related processes in areas such as Financial Aid and Student Financials accordingly.
You can report a different date for the status change by specifying the
Date of Determination
. Example: A student files paperwork for medical leave after their leave starts. Use the date of determination to track the leave by the paperwork filing date.
Workday uses the date of determination for financial aid. Return of Title IV calculations must be completed within 30 days of the date of determination. The Department of Education requires the return of unearned Title IV funds within 45 days of the withdrawal date or date of determination, whichever is later.
When a student has registrations with final grades that are assigned but not yet published, you can’t change their program of study status. Administrators will need to remove or publish the pending grades to change the student status.
  1. Set up status change reasons.
  2. (Optional) Configure these date controls on the
    Maintain Academic Period Date Controls
     task:
    • Drop Without Record End
    • Drop With W Grade End
    These dates define how Workday handles a student’s current and future registrations when the student status changes.
    When you don’t configure these date controls, Workday withdraws current registrations and assigns a Withdraw grade.
  3. Create questionnaires for the
    Request Leave of Absence for Student
     business process. The questionnaires enable you to collect information about a student's reasons for requesting a leave of absence.
  4. From the related actions menu of a student, select
    Academic Record
     and select 1 of these tasks:
    Option Description
    Initiate Dismissal for Student
    Initiates the
    Student Dismissal Event
     business process.
    Initiate Suspension for Student
    Initiates the
    Student Suspension Event
     business process.
    Request Institutional Withdrawal for Student
    Initiates the
    Student Institutional Withdrawal Event
     business process.
    You can:
    • Access this task for active academic records or inactive future-dated academic records.
    • Enter a past or future
      Withdrawal Date
      .
    Students can request a withdrawal using the
    Request Withdrawal
     task, and specify a future Withdrawal Date.
    Request Leave of Absence for Student
    Initiates the
    Student Leave of Absence Event
     business process.
    You can:
    • Access this task for active academic records or inactive future-dated academic records.
    • Backdate a student's leave of absence by entering a past
      Leave Start Date
      .
    Students can request a leave of absence using the
    Request Leave of Absence
     task.
    (Optional) Specify the
    Date of Determination
     to report on a different date.
After the applicable business process completes, Workday:
  • Changes the student's program of study status as of the specified dates.
  • Displays the status on the
    Overview
     report on the Academics profile group of the student profile.
  • Flags the student for the nightly job orchestration to incorporate the financial aid impacts of their reactivation.
Workday also withdraws or drops current and future registrations according to the date controls you configured for each academic period. When the status change request date is:
  • Before the
    Drop Without Record End
     date, Workday drops registrations.
  • Between the
    Drop Without Record End
     and
    Drop With W Grade End
     dates, Workday withdraws registrations, and drops waitlisted registrations.
  • After the
    Drop With W Grade End
     date, Workday leaves the registration as is.
Workday automatically changes the student's reporting record when:
  • The student has multiple academic records.
  • A status change inactivates their reporting record.
You can use the
View Program of Study History for Student
 report to audit a student's program of study transaction history.
To edit the dismissal and suspension date of determination, you can use the:
  • Edit Programs of Study for Student
     task.
  • Mass Update Student Status
     report.