Concept: Reporting Record

When students have multiple academic records, the reporting record establishes primacy for processing and reporting. A student can have only 1 academic record as their reporting record within an institutional academic unit at any time. Workday uses the reporting record for all downstream processing and reporting. Examples: National Student Clearinghouse (NSC) reporting, financial aid attendance plans, and ISIRs.

Workday sets the first matriculating record as the reporting record for the student within an institution.

View Student Reporting Record History

You can track how a student's reporting record has changed over time using the View Reporting Record Changes
task. This task provides view-only access to historical reporting record snapshots without requiring modify permissions on the Change Student Reporting Record
task.

Use View Reporting Record Changes
to review:

Past reporting record assignments

The current reporting record

Future-dated reporting record changes

Access the View Reporting Record Changes
task.

Specify:

Prompt	Description
Student	The student whose reporting record history you want to view.
Institution	The institutional academic unit for the student.

You can only select students and institutions you have permission to view. Workday auto-populates
Institution
and you can't edit it when:

You have access to only one institution.

The selected student has academic records at only one institution.

Your tenant is a single-institution tenant.

In multi-institution tenants, Workday displays Institution as an enterable prompt limited to institutions you have security access to. If you clear Student
in a multi-institution tenant, Workday clears Institution. In a single-institution tenant, Workday retains the institution value when you clear Student
.

After you submit the task, Workday displays a view-only historical grid of reporting record changes for the student at the selected institution.

If a student has multiple academic records and you have access to only some of them, Workday displays all academic records in the grid.

Change the Reporting Record for a Student

You can change the reporting record for a student.

Configure the Change Student Reporting Record Event
business process and security policy in the Student Records functional area.

Select

Academic Record

Change Student Reporting Record

from the related actions menu of a student.

You can use the grid to view and change the history of the reporting record. The

Effective Date

is the financial aid record snapshot date.

Automatic Reporting Record Change

Workday automatically updates a student’s reporting record to an active record when it’s past the maximum expected completion date (ECD) on the existing reporting record.

Reporting records automatically update through these tasks to change a record’s exceeded maximum expected completion date (ECD) to be earlier:

Change Expected Completion Date

Completion Application

Change Program of Study

When a new academic record is matriculated and the expected completion date (ECD) on the existing academic record has passed, the reporting record automatically updates to the new active academic record.

Change Reporting Records in Bulk

Use the Import Reporting Record Changes
web service to change student reporting records in bulk. This web service uses the Change Student Reporting Record Event
business process and security policy.

Export Reporting Records

Use the Get Reporting Records
web service to retrieve reporting records for a financial aid record, student, or institutional academic unit. This web service is secured to the Manage: Programs of Study for Load Status
domain in the Financial Aid functional area.