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Administrator Guide
Last Updated: 2024-10-04
Create Student Eligibility Rules

Create Student Eligibility Rules

Security:
  • Manage: Admissions Foundation
     domain in the Admissions functional area
  • Set Up: Student Eligibility Rules
     domain in the Academic Advising functional area.
Create an eligibility rule that identifies a specific population of prospects or students. After you create rules, you can use them to:
  • Assign completion requirements to applications.
  • Create academic requirements for completing a program of study.
  • Control registration appointments for enrolling in classes.
  • Control which students can register for courses or activities.
Example: Create a rule that captures all applicants that are at least 18 years old.
On the
Eligibility Rule Type
 and
Academic Unit
 prompts of the
Create Student Eligibility Rule
 task, Workday displays recommendations to save you time when adding student eligibility rules. Workday uses machine learning to determine these recommendations based on a combination of your most recently used and most frequently used selections.
  1. Access the
    Create Student Eligibility Rule
     task.
  2. As you complete the task, consider:
    Field
    Description
    Eligibility Rule Type
    Select from the Workday-delivered rule types. Workday displays different fields based on the rule you select.
    Example:
    • An
      Age
       rule enables you to set a minimum age in whole years.
    • A
      Test Achievement
       rule qualifies students based on their test score for a specific test.
    • A
      Combination
      rule qualifies students based on whether they satisfy all or any of the combination of rules you select.
    Rule Name
    Example: Minimum Age = 18.
    Excludes
    Select the check box to exclude populations that meet the eligibility condition.
    Eligibility Criteria
    Workday filters results based on the condition you select.
    Meaning
    The meaning reflects what population your rule captures.
    Use Custom Meaning
    Select the check box to specify a customized meaning to help students and administrators understand the eligibility rule. When you select this option, Workday displays your custom text instead of the auto-generated meaning.
    Example: Workday auto-generates the meaning, "Student has completed all of the following course(s): MATH 123 - Advanced Mathematics with grade greater than or equal to C." You can override this message and use a custom meaning that says, "Student is eligible if they've completed MATH 123 with a C- or better."
  3. (Optional) Access the
    Maintain Machine Learning Prompt Recommendations
     task.
    Disable machine learning recommendations.
    1. From the
      Filter by Product Area
       prompt, select
      Student
      .
    2. In the
      Academic Foundation
       section, clear the
      Enable Machine Learning Recommendations
       check box on 1 or both
      Eligibility Rule Type
       and
      Academic Unit
       fields.
You can review the rule with the
View Student Eligibility Rule
 report. You can also view the
Usage Details
 for any eligibility rule to see where your rule is being used.
Create a combination rule that selects non-U.S. citizens who don't speak English:
  1. Create a rule to select non-U.S. citizens.
    1. Access the
      Create Student Eligibility Rule
       task.
    2. Select an
      Eligibility Rule Type
       of
      Citizenship Status
      .
    3. Enter a
      Rule Name
       of
      Non-U.S. Citizen
      .
    4. Select the
      Excludes
       check box.
    5. For
      Eligibility Criteria
      , select
      Citizen (United States of America)
      .
  2. Create a second rule called
    Non-English Speaker
    .
    1. Select an
      Eligibility Rule Type
       of
      Language
      .
    2. Enter a
      Rule Name
       of
      Non-English Speaker
      .
    3. Select the
      Excludes
       check box.
    4. For
      Eligibility Criteria
      , select
      English
      .
  3. Combine the 2 rules:
    1. Select an
      Eligibility Rule Type
       of
      Combination
      .
    2. Enter a
      Rule Name
       of
      Non-English Speakers Who Are Non-U.S. Citizens
      .
    3. For
      Eligibility Criteria
      , select the 2 rules you created before.
  • (Optional) You can
    Edit
    ,
    Copy
    , or
    Inactivate
     existing rules from the related actions menu of any existing rule.
To search for existing rules, access the
Find Student Eligibility Rules
 report.
(Optional) You can
Edit
,
Copy
, or
Inactivate
 existing rules from the related actions menu of any existing rule.
  • On the
    Find Student Eligibility Rules
     report, review the
    In Use
     column for rules that are active. Review the
    Usage Count
     on the related actions preview and the use instances before inactivating a rule. You can't inactivate a rule that's in use.
  • You can only access the
    Delete
     option from the related actions of an eligibility rule that's not in use. Use caution when deleting eligibility rules because the action is irreversible.