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Administrator Guide
Last Updated: 2025-03-14
Concept: Registration Drops and Swaps

Concept: Registration Drops and Swaps

With Workday Student, students can easily manage their schedule by adding and dropping courses during their:
  • Enrollment window.
  • Registration appointment.
Students can access the
Current Classes
 report in the Academics profile group of their student profile to view details about their registered, dropped, withdrawn, and waitlisted course sections. They can also use the
Actions
 column in the
My Enrolled Courses
 grid on the same report to drop, swap, and withdraw from courses.
Students can't drop, swap, or withdraw from registrations that have unpublished pending grades. You can remove pending grades using the
Assign Student Grades
 task (secured to the
Student Grade Update Event
 business process).

Course Drop and Withdraw

You can configure these date controls on the
Maintain Academic Period Date Controls
 task (secured to the
Set Up: Academic Calendar Controls and Dates
 domain):
  • Drop Without Record End
     to define the last date to drop a course without a record. Workday displays the course as
    Unregistered
     on their academic record instead of a withdrawal.
  • Drop With W Grade End
     to define the last date to withdraw from a course with a
    Withdraw
     grade.
You can configure:
  • Grades with a
    Withdraw
     grade category type on the
    Create Student Grading Scheme
     task (secured to the
    Set Up: Grading and GPA
     domain).
  • The
    Registration Withdraw Event
     business process. Workday saves the
    Withdraw
     grade on a student record when the business process completes.

Course Swap

In addition to dropping and adding a course concurrently, swapping courses can help students:
  • Bypass enrollment unit limits that require students to drop a course before they're able to register for another one.
  • Prevent students from losing their place in the course for which they're already registered. This protects students when the registration for the new course is unsuccessful. 
Example: Aaron Day attends Alma Mater University, which has an enrollment unit limit policy that enables students to register for up to 15 units per academic period. Aaron has already registered for all 15 units, including ENGL 103. However, Aaron now wants to complete ENGL 105 instead of ENGL 103. The enrollment unit limit prevents Aaron from registering for ENGL 105 without dropping ENGL 103 first. But ENGL 103 now has a section status of Waitlist, meaning Aaron won't be able to reregister for ENGL 103 once he drops it. Aaron decides to swap the courses instead, and if he's ineligible to join ENGL 105, he won't lose his place in ENGL 103.