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Administrator Guide
Last Updated: 2024-11-15
Set Up Academic Progress Processing Policies

Set Up Academic Progress Processing Policies

Security:
Set Up: Academic Requirements
 domain in the Academic Advising functional area.
You can configure policies to evaluate student progress at each academic level at your institution. Policies enable you to achieve more consistency and efficiency in academic progress evaluations.
  1. Access the
    Maintain Academic Progress Processing Policy
     task.
  2. As you complete the task, consider:
    Option
    Description
    Choose a Definition
    Select:
    • Existing
       to change a policy.
    • As of Effective Date
       to create a new policy.
    The effective date applies to all evaluated academic requirements for academic records at the selected institution and academic level.
    Academic Requirements Effective On
    Select the effective date Workday evaluates the academic requirement on the
    Academic Progress
     report.
    • When you select
      Program of Study Declare Date
      , Workday assigns academic requirements based on the date when the student declares their primary program of study. When students add or change programs of study, Workday bases the effective date of their academic requirements on the declare date of the new programs.
    • When you select
      Matriculation Date
      , Workday assigns academic requirements based on the student's academic record start date. When students add or change programs of study, the effective date of their academic requirements is unchanged.
    Workday displays the selected date as the effective date for the requirement on a student's
    Academic Progress
     report.
    Prefer In Progress Over Repeated Course for Display in Academic Progress
    Select for Workday to evaluate in-progress rather than graded registrations for repeated courses.
    • When you select the check box, only in-progress courses display on the
      Academic Progress
       report on a student's profile.
    • When you don't select the check box, Workday calculates the primary program of study GPA using the graded registration until the in-progress registration is graded.
    Restrict Registrations to One Academic Requirement
    Select this check box to prevent sharing of registrations across academic requirements. By selecting this option, you're setting up a nonsharing tenant.
    This setting also applies to academic requirements based on the test achievement eligibility rule.
    When you select the check box, Workday limits registrations to 1 academic requirement, even when the same test achievement or registration satisfies multiple academic requirements.
    You can configure exceptions to your sharing or nonsharing policy by creating restricted requirement groups. See Create Restricted Requirement Groups.
    Share Repeatable Courses Between Academic Requirements
    Select the check box to enable unique registrations in courses that students can repeat for credit to satisfy multiple academic requirements.
    By selecting this option, you’re enabling courses that are repeated to be shared among multiple requirements to satisfy them. If selected, each repeated registration of the course is treated as a unique registration.
    The option applies to:
    • Courses in a restricted group whether or not the registration is limited to 1 academic requirement.
    • Courses repeatable for credit with maximum attempts greater than 1.
  3. (Optional) In the
    Academic Requirement Processing Order
     grid, set your preferred processing order.
    If not defined, Workday processes requirements in this order:
    • Academic Unit
    • Program of Study
    • Program Focus
    • Program Area
    When students have more than 1 nonprimary program of study, Workday evaluates the primary program of study first, followed by the program of study with the:
    • Earliest declare date.
    • Earliest creation date when the nonprimary programs of study have the same declare date.
    • Lowest instance ID first when the nonprimary programs of study have the same declare date and creation date.
    Workday prioritizes the requirements that you configure for restricted requirement groups over the configured processing order.
    When you prioritize a requirement for a nonprimary program of study over a primary program of study requirement, Workday evaluates the requirement for the nonprimary program of study first.
  4. Access the
    Launch Academic Progress Evaluation
     report to view program progress for academic requirements based on your configurations.
Workday creates a new academic progress policy for the institution and academic level combination.
If there's an existing policy, Workday updates the effective date of the snapshot on the
Academic Unit Policy Viewer
 and
Academic Progress
 report.
You're the advising administrator of Alma Mater University Undergraduate Studies. You want to share 1 course registration between 2 requirements.
Your institutional policy is not to share requirements.
  • For GE CI Arts, students must complete MUSC 101 or MUSC 110-A.
  • For GE C2 Humanities, students must complete MUSC 110-A or PHIL 101.
Example: Nonsharing Institutional Policy With No RRG Overlap
  1. On the
    Maintain Academic Progress Processing Policy
     task, you've selected
    Restrict Registrations to One Academic Requirement
    .
  2. On the
    Create Restricted Requirement
     task, you've configured GE CI Arts and GE C2 Humanities in a restricted requirement group. Enter:
    Option
    Value
    Number of Items Allowed to Overlap
    0
    Preference
    Restricted Requirement Group List 1
    Requirement List 1
    GE CI Arts
    Requirement List 2
    GE C2 Humanities
    A student takes MUSC 110-A, which satisfies the requirement for GE CI Arts, but not GE C2 Humanities. Workday uses MUSC 110-A to satisfy GE CI Arts because it's in the
    Requirement List 1
    , which is the preference.
  3. Run the
    Launch Academic Progress Evaluation
     for the student.
  4. View the results on the student's
    Academic Progress Report
    .
Example: Nonsharing Institutional Policy With RRG Overlap
To share MUSC 110-A for GE C2 Humanities and GE CI Arts:
  1. On the
    Maintain Academic Progress Processing Policy
     task, you've selected
    Restrict Registrations to One Academic Requirement
    .
  2. Access the
    Edit Restricted Requirement Group
     task for the restricted requirement.
  3. Select
    Number of Items Allowed to Overlap
    . Enter
    1
     for
    Number of Item
    .
  4. Run the
    Launch Academic Progress Evaluation
     task .
On the student's
Academic Progress
 report, MUSC 110-A now satisfies both GE C2 Humanities and GE CI Arts.