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Administrator Guide
Last Updated: 2024-06-28
Set Up Academic Requirement Configurations

Set Up Academic Requirement Configurations

  • To configure Academic Requirement Areas, Total Academic Requirements, and Academic Progress Limits: Configure a calendar policy for the academic unit or institution associated with the academic unit. Ensure that the policy is effective-dated on or before the effective date of the academic requirement configuration.
  • Security:
    Set Up: Academic Requirements Configurations
     domain in the Academic Advising functional area.
You can configure academic requirements for students to complete their educational objectives based on the:
  • Academic unit and level.
  • Program of study, including program focus.
  • Program area.
Example: For a graduate student in Clinical Psychology, you can configure academic requirements for the:
  • Graduate level in the College of Arts and Sciences.
  • Clinical Psychology program with a program focus of Child Psychology.
  • Health Sciences program area.
You can also:
  • Bundle sets of academic requirements and specify the units needed to satisfy them.
  • Track the total units students must earn across all their programs of study on the academic record.
  • Track the units that satisfy the academic requirements for a program of study.
  • Configure limits for external articulations and internal registrations for evaluating a student's program completion.
  1. Access the
    Configure Academic Requirements
     task.
  2. In the
    Student Selection Criteria
     section, select the highest level of the academic structure where you want to apply the academic requirement.
    The lower levels of the academic structure inherit the academic requirements.
  3. As you complete the
    Choose a Definition
     section, consider:
    Option Description
    Existing
    Enables you to change an existing configuration.
    Effective Date
    Enables you to create configurations that start on different dates.
    Example: The General Education academic requirements for undergraduate students at the College of Engineering has changed for
    Semester Year 2021-2022
     academic year. You can create a configuration with:
    • An effective date of
      8/15/2021
       (start date for the academic year).
    • The applicable General Education academic requirements.
  4. (Optional) In the
    Program of Study Unit Requirement
     section, enter the
    Program Units Required
    .
    Workday displays this field only when you configure academic requirements for a program of study.
    This requirement enables you and students to track the total units that satisfy the academic requirements for a program of study. This information improves your ability to advise students based on each program and helps inform student actions for successfully completing each program.
    You can also create custom reports for more insightful graduation reporting. Example: You can create a report to view all students who will graduate on time based on the program units they've completed.
  5. As you complete the
    Academic Requirements
     tab, consider:
    Option Description
    Order
    Select the order in which academic requirements display on the
    Academic Progress
     report on the student profile.
    Academic Requirement
    Workday only displays the academic requirements that are effective on the date you selected in the
    Choose a Definition
     section.
    Academic Requirement Group
    (Optional) Select 1 or more academic requirement groups to track student academic progress in greater detail.
    Student Criteria
    (Optional) Before you can assign or exclude a criteria, create it on the
    Create Student Eligibility Rule
     task with any of these eligibility rule types:
    • Athletic Team
    • Program of Study
    • Student Cohort
    • Test Achievement
    Assign or Do Not Assign Student Criteria in Academic Requirement
    The selections display when you select a
    Student Criteria
    . You can explicitly assign or not assign a student criteria to an academic requirement.
    • Assign
      : Select to assign the student criteria to the academic requirement.
    • Do Not Assign
      : The default value. Select
      Assign
       to clear the option.
    Example: You've configured a
    General Options in Math
     academic requirement for the Mathematics Major program. Select a
    Computer Science Minor
     criteria for the
    General Options in Math
     academic requirement. Select
    Do Not Assign
    . When students in the Mathematics Major program also enroll in a Computer Science Minor program, they don't need to satisfy the
    General Options in Math
     academic requirement.
    Workday displays
    Requirements Not Assigned
     on the student's Academic Progress report.
  6. (Optional) As you complete the
    Academic Requirement Areas
     tab, consider:
    Option Description
    Academic Requirement Area Name
    Enter a descriptive name for the academic requirements that you're bundling in the area.
    Examples:
    • General Education Requirements
      .
    • Major Core Requirements
      .
    • Business Electives
      .
    Requirement Area Units
    Enter the total number of units students must complete across the academic requirement area.
    Academic Requirements Required
    Select 1 or more academic requirements that students must satisfy for the academic requirement area.
    Additional Academic Requirements Included may be used for Area Units
    Select requirements for
    Academic Requirements Required
    . You can select academic requirements with or without student criteria.
    When the required academic requirements don't satisfy the area units, Workday uses these additional requirements.
    Maximum Units Permitted from Additional Academic Requirements
    Enter the maximum units from the additional requirements that can satisfy the requirement area.
  7. (Optional) As you complete the
    Total Academic Requirement
     tab, consider:
    Option Description
    Total Units Required
    Enter the total units students must earn across all their programs of study on the academic record.
    Eligibility Rule
    You can only use
    Unit Requirement
     eligibility rules that don't have courses defined.
    Examples:
    • 120 units
      .
    • 30 Undergraduate Semester Units in Residence
      .
    Only Use Registrations that Contribute to Academic Requirements
    Select to include only registrations that satisfy academic requirements configured for the program of study, including inherited requirements, instead of all the student's registrations.
  8. (Optional) As you complete the
    Academic Progress Limits
     tab, consider:
    You can't configure limits for a program focus or a program area.
    Option Description
    Limit Name
    Enter a unique name. Example:
    • 60 Units - External
    • Course Count 2 - External and Internal
    Requirement Criteria
    Select from only 1 of these options:
    • All Requirements and Total Academic Requirement
      : Workday evaluates limits for all the academic requirements on a student's academic record.
    • Program Requirements and Inherited Requirements
      : Workday evaluates limits for the program of study and its inherited requirements.
    • Program Requirements
      : Workday evaluates limits for the program of study requirements only.
    • Specific Requirements
      : Workday evaluates limits for all the academic requirements selected in the prompt. You can select more than 1 academic requirement.
    Limit Type
    Select either option:
    • Unit
      : In the
      Maximum Units
       field, enter a number for the unit limit. Example: Your academic policy limits the number of externally articulated units for each student at 60. Enter
      60
      .
    • Course
      : In the
      Maximum Course Registrations
       field, enter a number for the maximum number of courses. Example:
      4
      .
    The
    Maximum Units
     and
    Maximum Course Registrations
     fields display 0 when you select either
    Unit
     or
    Course
    . Workday doesn’t evaluate academic progress limits criteria if the value is 0.
    Registration Criteria
    Select a course registration option with a grade option, or select only a course or grade limit.
    From
    Course Registrations
    , select 1 or both options:
    • External Articulations
      : Set a limit on the number of units or course registrations from external articulations that Workday can apply towards a student's academic progress.
    • Course Sets
      : Set a limit on the number of units or courses for internal registrations. Select from courses or courses defined in smart lists.
    Example:
    • If you select
      External Articulations
       and select all English courses, then Workday applies the limit only for transferred English courses.
    • If you don’t select
      External Articulations
       and select all English courses, then Workday applies the limit to all the selected courses, for both internal and external registrations.
    From
    Grades
    , select 1 grade criteria:
    • Grading Basis
      : Select the option and then a value from the
      Grading Basis
       prompt. Example: A Pass/Fail option for an external articulated course.
    • Grade Earned
      : Select an
      Operator
       and
      Grade
      . This configuration is the same as the fields under the
      With Grades
       section for course requirement eligibility rules. Example: Greater than or equal to a grade of C from a grading scheme of A through F.
    • None of the above
      : Select if you don’t want to configure grade limits.
  9. (Optional) On the
    Processing Order
     tab, override the processing order specified on the institutional policy when you restrict registrations to a single academic requirement.
    Workday displays this field only when you configure academic requirements for a program of study.
    You can override the default policy for specific programs to help students complete their educational objectives more efficiently.
    Example: You want to override the institutional processing order for the Electrical Engineering program of study. The institutional policy evaluates academic requirements in this order:
    1. Academic unit requirements, such as General Education.
    2. Program of study requirements, such as 18 units of Electives.
    3. Program area requirements, such as STEM.
    On the
    Processing Order
     tab, you change the default order that Workday displays for the Electrical Engineering program as:
    1. All STEM requirements.
    2. All Electrical Engineering requirements, such as 18 units of Electives.
    3. General Education requirements.
  10. Run the
    Launch Academic Progress Evaluation
     task.
    To process updates to the academic requirements configuration, Workday requires you to manually run the evaluation task. See Steps: Evaluate Academic Progress.
On the
Academic Progress
 report in the Academics profile group of the student profile, you and students can:
  • Drill down on the
    Requirements Not Assigned
     option to view each conditional requirement not assigned to them.
  • View the
    Academic Requirement Areas
     grid to monitor student progress toward satisfying requirement areas.
  • View the
    Overall Academic Progress
     grid to monitor student progress toward satisfying the total academic requirement.
  • View the
    Program Required Units
     grid to monitor student progress by each of their programs of study.
This example illustrates the configuration of an academic requirement area for Computer Science undergraduate students.
Field
Value
Academic Requirement
Mathematics Quantitative Reasoning
Student Criteria
Program of Study is Computer Science
Assign or Do Not Assign Student Criteria in Academic Requirement
Assign
Academic Requirement Area Name
Computer Science Major Requirements
Requirement Area Units
70
Academic Requirements Required
  • Computer Science Major Core Courses
  • Upper-Division Computer Science
  • Upper-Division Mathematics
Additional Academic Requirements Included may be used for Area Units
Visual Computing
Maximum Units Permitted from Additional Academic Requirements
10
  • To view all requirements by an academic unit and level, program of study, or program area, access the
    View Academic Requirements
     report.
  • To review and verify your configurations, access the
    View Academic Requirement Configurations
     report.