A&C (Architect and Configure): The second phase in the Workday implementation methodology, focusing on functional and technical system design. Previously known as "Architect, Configure, and Prototype."
Academic Calendar: The official calendar of the institution that lists key academic and administrative dates, including deadlines.
Academic Date Range: The period of time associated with a student recruiting cycle, such as 7/1/2015 -3/31/2016. Date ranges associated with a type of recruiting are the only ones currently supported.
Academic Leave: An interruption of studies for one or more time periods with definite plans to return. Note: The U.S. Department of Education's meaning of "leave of absence" has specific parameters that are not usually met by many traditional programs or institutions.
Academic Level: The level of an educational objective that students can pursue, such as associate, undergraduate, graduate, or professional. When you configure an academic curricular division, you specify what each academic level can do in Workday.
Academic Period: A period of time with a defined start date and end date (such as a semester, quarter, or other fixed period) that you can select to identify a prospective student's anticipated start date.
Academic Period Date Controls: A tool to update academic period start and end dates within Workday, ensuring the correct periods are used during testing.
Academic Person: A student prospect, applicant, or other person in Workday Student who falls within the range of prospect to alumnus.
Academic Plan: A list of the requirements to complete the student's program of study, organized by recommended completion term. The Academic Plan template is standardized for each program of study, but can be adjusted for an individual student's use. The Academic Plan is an optional planning tool and does not replace or supersede Academic Progress for tracking degree completion.
Academic Progress: A list of requirements to complete the student's program of study. The report indicates which requirements are satisfied, in progress and not satisfied. The report does not indicate when students should take the classes.
Academic Requirement: Academic requirements define what a student needs to do to complete a program of study. Academic requirements enable advisors, staff and students to track and verify a student's progress towards completing their program of study.
Academic Requirement Override(s): Manual adjustments performed by an administrator (with appropriate security access) via a student's Academic Progress to grant exceptions to an academic requirement.
Academic Standing: The state of a student’s progress toward graduation.
Academic Status: The state of a student's academic performance, which may result in temporary or permanent separation from the institution. Ex. Academic probation, suspension, dismissal (negative) or dean's list (positive).
Academic Unit: A Workday organization type that represents a school, college, university, or other unit of your institution. Academic units are also used with academic appointments in Workday.
Academic Year: A period of time schools use to measure a quantity of study.
Accepts/Admits: Students who have been accepted into the institution.
Active: Academic Record Status that is applied if the student has one of the following Program of Study Statuses: Matriculated, In Progress, Leave of Absence, or Pending Completion
Addable (addable program of study): Addable refers to a configurable trait of a non-primary program of study in relation to a primary program of study on a student record. Addable programs must be completed in the same timeframe as its primary program of study.
Agile Methodology: A project management approach that emphasizes iterative development, flexibility, and collaboration. Work is broken into smaller units called sprints, allowing teams to adapt to changes and deliver incremental value throughout the project.
Alchemy 100: Predefined sample employee and student records used for demonstrations and testing during implementation.
Alignment Prep: Preparatory activities for the Foundation Alignment Sessions, including reviewing questionnaires and configuration data to address gaps.
Anticipated Start: A start date for student prospects to begin their enrollment. It can be an academic period, such as Fall 2015, or a dynamic date, like October 1, 2015.
Applicants: Students who have submitted an application to the institution.
Applicants (Completed): Students who have submitted all necessary credentials in support of their application.
Articulation Agreement: An official agreement between a community college and a four-year institution that designates the transferability of specific courses or degrees.
Audit: Signifies the course has not been taken for credit. Tuition and fees are sometimes charged (but may be a lower rate than for credit), but the student is not evaluated nor does the student receive a grade.
Award Letter: A letter that details federal, state, institutional, and private student financial aid.
Award Year: The school year for which financial aid is used to fund a student's education.
B
Build & Validation Checklist: A Smartsheet tool listing tasks for tenant builds, assigning owners, due dates, and tracking progress.
Business Function: Processes performed by the customer across divisions, departments, and offices. Reflects the customer's terminology for describing processes.
Business Function Milestone: Marks when the institution starts using the Workday feature for completing business process transactions.
C
CCS (Customer Confirmation Sessions): Sessions where customers review completed system configurations to validate decisions and finalize setup.
CIW (Customer Information Workbook): A workbook for gathering customer data offline to support planning and configuration activities.
Class Standing (level): Identification of the year level the student is in (e.g., Freshman, Sophomore, Junior, Senior). The level is usually determined by the number of credits completed, not by the number of years in attendance.
Configuration Data Workbook: A structured document used to input smaller volumes of data required for specific system configurations in Workday. These are reviewed and validated during the implementation process.
Conversation Tag: A descriptor, such as dietary restrictions or special needs, that can be assigned to an engagement conversation to identify its subject. Search for conversations by conversation tag.
Conversation Topic: A conversation tag or recruiting event name that you can associate with an engagement conversation to make conversations easier to find.
Cost of Attendance (COA): The total cost to attend school for the academic year.
Course Definition: Central source of data related to an individual course, such as the course's title, credit value, description, and eligibility rules.
Course Section: A course section is the specific instance of a course for which a student registers during a given academic period
Course Section Definition: Data specific to an individual course section that mirrors that of the course definition with some additional areas of configuration, such as meeting patterns, instructors, capacity, or section notes.
Course Section Status: Field that indicates availability of a course section for registration.
Course Subject: A subject is the area of study for a course, like accounting or biomedical engineering. In Workday, these align most closely with "departments" and can be used to filter courses
Course Tags: Course tags are custom identifiers that attach to courses or course sections to categorize them and make them easier to track and manage
Course Transcripts: The transcript is a chronological order of a student’s academic history. It contains courses taken at other institutions, as well as current academic history at their home institution. Also included are any placement exams taken and passed. The transcript academics are split by terms, and each term, in two sections. The top section contains courses taken or currently enrolled. The bottom section contains the current and cumulative hours or points and GPA.
CRR (Customer Readiness Review): An activity to ensure that system configurations meet business requirements.
Curriculum: An organized program of study offered at an institution.
Cutover Checklist: A detailed checklist of tasks required to prepare the system for go-live, including communications and final configurations.
D
Data Conversion Workbook: A tool for organizing and mapping legacy system data to Workday’s structure during data migration. These workbooks are used to prepare data for upload into Workday, ensuring consistency and alignment with the new system.
Data Conversion: The process of migrating data from legacy systems to Workday, ensuring accuracy and compatibility with Workday’s structure.
Declare Date: A field on a student's academic record in Workday that indicates when the student began their program of study. Workday assigns and evaluates a student's academic requirements based on that date. The effective date of academic requirements may be adjusted for a student wishing to change "catalog" years.
Direct Loan Program: Student loans provided by the U.S. Department of Education to enable a student to pay for education after high school. Eligible students borrow directly from the U.S. Department of Education at participating schools.
Disbursement: Payment of funds to the borrower by the school. Can be scheduled or anticipated and actual (when funds are paid out).
Dismissed: Program of Study Status used when a student is removed from the University for academic or other reasons.
DPN (Deployment Prep Navigator): A checklist to guide customer preparations for the planning stage, including data collection and meeting requirements.
Drop without Record End Date: The last date to withdraw a student from a course section without a W grade appearing on their transcript
Dual Enrollment: A program through which high school students may enroll in college courses while still enrolled in high school. Students are not required to apply for admission to the college in order to participate.
E
E2E (End-to-End Testing): A testing phase to validate that all business processes, data, and integrations function seamlessly together.
ED: U.S. Department of Education
Earned Hours/Units: The total number of earned hours that count toward the student's career.
Educational Taxonomy: A taxonomy scheme and set of codes you can assign to programs of study and their concentrations to meet state, local, or other classification requirements.
Effective Dates/Dating: An effective date in Workday is the date when a version of something goes into effect. Based on the action being completed, this may be a past, present or future date.
Eligibility Override: Request made to exclude a student from a specific requirement, allowing them to enroll in a course section, pre-requisite override, or instructor permission.
Eligibility Rule: Used to define requirements to register for a course or seek admission into a program of study.
Eligible Program: A program of organized instruction or study of a certain length that leads to an academic, professional, or vocational degree or certificate, or other recognized education credential.
Endorser: Someone who does not have an adverse credit history and agrees to repay the loan if the borrower does not repay it.
Engagement Action Item: Defines a requirement that must be met for an application for admission to be considered complete. Example: Submit transcripts.
Engagement Conversation: A documented conversation between a student prospect and a representative of your institution. You can search for conversations by topic and see the history of conversations with a prospect on the Engagement tab of the prospect's profile.
Engagement Email: An email that you can include in engagement plans or associate with a recruiting event. When you create recruiting events, you can have Workday email invitations, registration confirmations, and post-event communications.
Engagement Item: An engagement email or printed engagement item. You can include engagement items in engagement plans and use them to support student recruiting events.
Engagement Plan: A communication plan that supports a recruiting campaign. The plan identifies one or more recruiting emails to send to student prospects who meet specific criteria. This plan includes a mailing schedule. Each plan applies to one level of an academic curricular division.
Epics: Large units of work divided into smaller tasks (user stories) in Agile project management.
Expected Completion Date: A field on a student's academic record in Workday that estimates when the student will complete their program of study that is derived from the standard duration of the program of study (i.e. four years for Bachelor of Arts).
External Association: A non-profit, community-based, or other non-educational organization that you can associate with student prospects or identify as a location for recruiting events.
F
FAFSA: Free Application for Federal Student Aid. The FAFSA is a form that must be completed annually to help determine eligibility for federal student aid.
Federal Work Study (FWS): A part-time work program awarding on or off-campus jobs to students who demonstrate financial need. FWS positions are primarily funded by the government, but are also partially funded by the institution. FWS is awarded to eligible students by the college as part of the student’s financial aid package. The maximum FWS award is based on the student’s financial need, the number of hours the student is able to work, and the amount of FWS funding available at the institution. This is a type of Title IV aid but is not considered grant aid to students.
Financial Aid Package: The types and amounts of financial aid (federal and non-federal) a student is offered by the school to help pay educational costs.
Financial Need: The difference between the cost of attendance (COA) at a school and a student's expected family contribution (EFC). While COA varies from school to school, the student's federal EFC does not change based on the school they attend.
First-year student: A student who has not previously enrolled in an institution of higher education, but who may have earned some college units prior to matriculation.
Fixed Period: An academic period, such as a semester, quarter, or session, that has fixed start and end dates.
Foundation Build: The initial tenant build in an implementation, combining foundational data and customer-provided inputs.
Friends and Family: Student may add contact information for friends and family and may optionally provide friends and family with 3rd party access to view aspects of their student record including financials and academics.
FTE (of students): The full-time equivalent (FTE) of students is a single value providing a meaningful combination of full-time and part-time students.
Functional Workstreams: Project segments focusing on specific functional areas like academic foundations, admissions, and financial aid.
G
GED (General Educational Development): Refers to the tests of General Educational Development (GED), which provide an opportunity to earn a high school credential.
General Educational Interest: A subject of interest, such as teaching or science, that can be associated with student prospects. This will help you gauge overall interest in potential programs of study and understand students' long-term career goals.
Gold Tenant: The pre-production environment where final configurations and full data conversions are validated before production.
Grade Type: The type of grading method selected by the student for a course. Grade type is required for enrollment in the course or assigned by the registrar's office staff to handle special grading considerations, e.g. pass/fail, audit, graded.
Grants: Monetary gifts to people who are pursuing higher education. Unlike student loans, grants do not require repayment.
H
Hold: Applied to a student's account and may block the ability to register and/or receive transcripts. There are approximately 29 hold types in academic, financial and records areas.
I
iLoad: A Workday tool for importing configuration data, often used for smaller data uploads.
In Progress: Program of Study Status when a student is currently pursuing a degree and has not formally discontinued or completed their studies. Is also used in a student's academic progress to indicate where courses taken are applying to requirements. This no longer necessarily indicates actively enrolled courses, rather that a requirement has been started. Individual courses are also marked as In Progress to indicate active enrollment.
Inactive Record: A student's record will be inactive if that student has withdrawn from the university, has been dismissed or suspended, or has completed their program.
Incomplete: A grade given to students whose work in a course has been qualitatively satisfactory but who, due to illness or other circumstances, are unable to complete the course requirements. The student makes a contract with the instructor, specifying the work to be completed, which must be completed before a regular grade can be assigned. Usually, the work must be completed prior to the end of the subsequent semester.
Inquiries: Students who have expressed interest in the institution.
Institutional Withdrawal: Refers to a student's status when they cease enrollment during a semester by withdrawing from all course registrations and have no intent to return to the institution.
Instructional Format: The method by which the course can be delivered, such as lecture, laboratory, seminar, or recitation.
Integration Discovery/Design: A process to identify integration needs and develop integration plans for connecting Workday with external systems.
L
Leave of Absence: Refers to a student's status when they cease enrollment during a semester by withdrawing from all course registrations but indicate an intent to return in an upcoming semester. See Academic Leave
Lender: The organization that made the loan initially; the lender could be the borrower's school, a bank, credit union, other lending institutions, or the U.S. Department of Education.
Lifecycle Testing: A comprehensive approach to validate all functional configurations and business processes at the end of a workset.
Lifetime Eligibility Used (LEU): The amount of all federal pell grant aid (in percentage) awarded to a student divided by the amount of pell grant aid the student would have been eligible to receive based on full-time enrollment. The amount of federal pell grant funds a student may receive over his or her lifetime is limited by federal law to be the equivalent of six years of pell grant funding.
Loan: Money that a student borrows and must repay with interest.
Loan Fee (Origination Fee): A fee charged for each federal student loan that is a percentage of the total loan amount borrowed (gross amount). The loan fee is deducted proportionally from each disbursement of the loan. This reduces the actual loan amount received (net amount). Students are required to repay the gross amount.
Loan Period: The portion of the academic year for which the loan is requested.
M
Master Promissory Note (MPN): A legal document that is a promise to repay a federal student loan or loans and any accrued interest and fees to the lender or loan holder. There is one MPN for direct subsidized or unsubsidized loans and a different MPN for direct PLUS loans.
Match and Merge: The process that identifies duplicate student prospects when adding or updating prospect information in Workday. This process merges prospects that are an exact match and flags those that are very similar as suggested matches. You can review and reconcile suggested matches.
Matriculants: Students who have begun their academic career at the institution and are eligible to enroll.
Merit-based: Based on a student's skill or ability. Ex. A merit-based scholarship might be awarded based on a student's high grades.
N
Need: The cost of attendance minus the student's expected family contribution.
Net Price: An estimate of the actual cost that a student and the student's family need to pay in a given year to cover education expenses for the student to attend a particular school. Net price is determined by taking the institution's cost of attendance and subtracting any grants and scholarships for which the student may be eligible.
NSLDS (National Student Loan Data System): The central database for student aid. The NSLDS receives data from schools, guaranty agencies, the direct loan program, and other federal student aid programs.
O
Official Grade: The grade assigned to the student for a course.
Open Registration: A period of time when all students with an "in progress" status can make adjustments to their registrations. Typically begins after the last assigned registration appointments have taken place.
P
Payment Plan: Payment method designed to assist those students and their families who may find it difficult to pay the total semester bill by the due dates. Can be administered by the institution or an outside company and allows families to divide charges into monthly payments without penalty and/or interest.
Pending Completion: Program of Study Status that begins when the student applies for program completion.
Perkins Loan: A loan made under the federal Perkins Loan program for students with exceptional financial need. Perkins Loans are administered by the school.
PLUS Loan: Loans for eligible graduate or professional students and eligible parents of dependent undergraduate students to help pay for the cost of the student's education at participating schools.
Post Baccalaureate Teacher Certification Program: A program for students who have already earned a bachelor’s degree that (1) does not lead to a graduate degree, (2) is treated as an undergraduate program, and (3) consists of courses required by a state in order for the student to receive a certification or license to teach in an elementary or secondary school in that state.
Postal Code Set: The range of alphanumeric postal codes you can use to define recruiting regions.
Preliminary: Course section status. Automatically applied when a course section is first created and indicates that the course section is unpublished and unavailable for student registration.
Prerequisite: A requirement that must be completed prior to enrollment in a particular class. This can be a placement test score or a course. Ex. Accounting 101 must be taken prior to Accounting 102.
Program Completion: Used in Workday to label processes related to graduation. Synonymous with 'graduation'.
Program of Study: An educational objective, such as a history major, for which students can achieve a bachelor’s degree at your institution. Each program of study is specific to a level of an academic curricular division. Prospective students can indicate interest in a program of study during the recruitment process.
Program of Study Status: A field on a student's record that indicates where a student is in the completion of their program of study, and whether their overall record is active or inactive. Does not indicate registration in courses.
Program of Study Type: A classification, such as major, minor, or non-credit, that you associate with a program of study to control the configuration options available to it. You can configure a program of study type to stand alone, grant credentials, or have concentrations.
Prospects: Students who have not yet expressed interest in the institution, such as students whose names and addresses were purchased from a list vendor.
Provost: The chief academic officer of an institution.
Q
Quality Hours/Units: The student's total number of quality hours earned toward a career. Quality hours are registered hours that are divided into quality points to determine a student's GPA.
Quality Points: The student's total number of grade points. These are divided by quality hours to determine a student's GPA.
R
RAID Log: Project management tool used to track and manage Risks, Assumptions, Issues, and Dependencies, ensuring key project challenges and factors are identified, documented, and addressed effectively.
Recipient Threshold: The maximum number of prospects to whom you can send an email at the same time without requiring approval. You can change the default value of 1,000.
Recruiting Cycle: A period of time for which one or more academic levels of an academic curricular division will recruit student prospects. Recruiting cycles are associated with student recruiting campaigns and let you track and measure the success of your recruiting efforts.
Recruiting Event: Activities like career fairs, high school visits, or virtual events that are part of a recruiting campaign. Recruiting events can be scheduled, occur on- or off-campus, and can last more than one day.
Registered Hours: The number of credits a student will receive upon successful completion of a course.
Registration Appointment: The earliest date and time as of which a student can self-register in a course section for an upcoming standard academic period.
Regression Testing: Testing performed after updates or patches to ensure new changes do not disrupt existing configurations.
Reporting Kickoff: A session to review reporting requirements and strategies across functional and technical workstreams.
S
Satisfactory Academic Progress: A school’s standards for satisfactory academic progress toward a degree or certificate offered by that institution. Check with your (student and staff) school to find out its standards.
Saved Schedule: A tentative schedule determined by a student ahead of the registration period, that contains course sections that the student wants to register for a given standard academic period.
SDA (Student Deployment Approach): The standard deployment approach used for the Workday Student product ecosystem, emphasizing phased implementation, cross-functional alignment, and comprehensive testing.
Scheduled Award: The maximum grant amount a student is eligible to receive for the award year if they are enrolled full-time for the full school year. This amount is calculated from the information the student and their family provided when filing a Free Application for Federal Student Aid (FAFSA).
Source: A location or something else that identifies where you heard about a prospective student. Ex. A high school visit, a recruiting event, or information from a search service.
SPIRE (Student Product Issue Resolution and Escalation): A process for resolving issues during implementation, addressing blockers, bugs, and feature requests systematically.
Stackable (stackable program of study): Stackable refers to a configurable trait of a non-primary programs of study, in relation to a primary program of study. Stackable programs may be added to a student record and can be completed independently of (before or after) the primary program of study on that record.
Stage: A value such as lead, inquirer, or applicant that identifies a student prospect's current stage in the recruitment or admissions process.
Standard Academic Period: Fall Semester, Spring Semester, Summer Semester. Also includes accelerated sessions within each semester. Related: Academic Period.
Stealth Applicants: Students who made their first contact by submitting an application without inquiring beforehand; often categorized dually as applicants and inquiries.
STU: An abbreviation for the Workday Student Product.
Student Aid Report (SAR): A summary of the information submitted on the Free Application for Federal Student Aid (FAFSA) that provides students with their expected family contribution (EFC).
Student Cohort: Student cohorts are collections of students that share characteristics such as program of study, academic unit, special population, tuition rate, etc.
Student Note: Can be used to capture notes to include on a student record. Note categories are segmented by security groups and/or Academic Unit.
Student Profile: Central location for information specific to a particular student.
Student Prospect Profile: A worklet displaying information for a prospective student, including contact information and recruitment details.
Student Prospect Type: A Workday-defined value, such as first year or adult returning, which you can assign to prospective students and use to automatically match student prospects to recruiters.
Student Recruiting Region: The term Workday uses for a recruiting territory. A recruiting region can represent a geographical area, one or more schools, or schools in selected school districts.
Student Tags: An attribute, such as veteran, athlete, or scholarship recipient, that can be assigned to student prospects. It is used to automatically find prospects and match student prospects to recruiters. It also serves as criteria for associating engagement plans with prospects.
Student’s Career: The academic career to which the cumulative statistics apply. Categories are undergraduate, graduate, or professional.
Subsidized Loan: A federal student loan for which (in some cases) a borrower is not responsible for paying the interest while in an in-school, grace, or deferment period.
T
Transfer Credit: Credit taken at collegiate institution that is transferable to another institution.
Transfer Hours: The student's total number of transfer hours associated with a career.
U
Unit Testing: Component-level testing of configurations, reports, and integrations performed within a tenant to ensure proper functionality before moving forward.
Unofficial Transcripts: A report that includes the same course and grade information as the official transcripts. However, these reports are not considered official because they do not have the official university seal imprinted on them and are not suitable for transfer purposes. Unofficial transcripts are used primarily for student reference.
Unsubsidized Loan: A federal student loan for which the borrower is fully responsible for paying the interest, regardless of the loan status.
Uptake: In which a specific group becomes actively engaged in tasks such as training, testing, providing feedback, or beginning to use the system as part of the migration process.
V
Validation: The process of verifying that system configurations and data meet the specified requirements and function as intended during testing phases.
W
Withdrawal (Deadline): The last day to withdraw a student from a course section with a W Standing appearing on their transcript. Students cannot withdraw from the course section after this date without administrator assistance.
Workset: A subset of objectives completed during the Architect and Configure stage, designed to align with specific functional areas.
Workset Activity: A small, measurable unit of work within a workset, defined by a specific outcome.
Workset Objective: A collection of related activities within a workset that completes a configuration, serving as a milestone for status reporting.
Y
Yield Rate: A criteria for evaluating a university’s recruitment effort. It equals the number of students enrolled divided by number admitted.