Workday Student Glossary & Terminology Crosswalk

Faculty rank / Administrative title

An academic appointment tracks an academic appointee's time at a university Appointments record an appointee's relationship to an Academic Unit over a period of time on a particular academic track.  Academic appointments are the connecting point to allow those individuals to be linked to a course section via instructor eligibility. 

Academic Calendar

The academic calendar provides the time framework for Workday Student. It is the template for creating academic years (2022-2023) and academic periods.

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Workday functional area that establishes the structures in which our student systems environment operates. Components of Academic Foundations including our academic structure, programs of study, academic calendars, date controls and student eligibility rules.

Student Registrations

A list of all completed courses and grades. Also shows transfer/test credit and GPA.

Student Division

The level of an educational objective students can pursue, such as  Undergraduate, Graduate,  Doctoral, Non-Degree.

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The number of profiles assigned to a person (ex. Worker / Student)

Semester, Term

A period with a defined start date and end date, such as a semester. Lynn has four standard academic periods: fall, spring and summer.

Program Plan &/or Academic Track

The academic plan is a tool that includes the courses the student will need to take to complete their degree listed in the order in which they should be taken. Students will be able to register for classes using the academic plan.

Advising Worksheet

Degree Audit/Requirements for a program of study and the progress a student is making towards their degree. The report will list all the requirements that are met and still need to be met.

Student record

A Transcript of all courses taken externally and internally.

Institutional Requirements

 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 Standing

Students must meet certain academic requirements such as a minimum GPA. Students can have good standing, have a warning of probation, be on probation or be subject to dismissal.

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The primary organizational structure in Workday Student. Academic units are used to represent colleges, divisions or any other unit that admits students, offers programs of study or offers courses. Academic units are structured together to manage academic process flows, security access, Workday rule inheritance and reporting.

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Workday offers an additional method for grouping academic units for reporting purposes called the academic unit hierarchy. The academic unit hierarchy is related to but separate from the academic unit structure.

Academic Year

Defines the start and end dates of the Academic Year and associates the appropriate academic periods (terms).

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 A student’s record is active if it is available for transactional processing in Workday.

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In Workday active students meet at least one of these criteria: are currently enrolled/eligible to enroll in a course, have enrolled and received a grade in the five years prior to go-live, and/or have an outstanding balance on their account.

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Send one-time communications to one or more students via Workday

Declare Minor, second major

The process to declare a minor, concentration and/or a second major

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A grouping of applications for the same admitting level of an academic unit and the same anticipated start date. Cohorts can have 1 or more application pools, with an admissions counselor assigned to each pool.

Anticipated Aid

A compilation of all student award items a student is expected to receive. This is not a final award amount, and does not adequately reflect what coverages a student may actually have. This is meant to be an estimate.

Entry Date

Indicates when student prospects intend to begin their enrollment. It can be an academic period, such as Fall 2016 or a dynamic date, such as October 1, 2016.

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Workday functional area that addresses critical areas for the Workday Student implementation related to advising, academic plans, degree audit (academic progress reports), and curriculum/course creation and management.

Applied for graduation 

A graduation status in Workday Student that is applied when a student has completed their application for graduation, including the mandatory questionnaire.

Approved to graduate

A graduation status in Workday Student that is applied to confirm that the student has satisfied all of their academic requirements and is approved to graduate.

Award Letter

A letter that details federal, state, institutional, and private student financial aid.

Award Year

At Lynn, the award year comprises the  fall, spring and Summer academic periods in that order. Lynn awards financial aid based on the award year.

Balance Hold

Hold applied to the student when they haven't paid their current or past due balance

Change Degree or Major

To declare a primary program of study (e.g., a specialization/major/option: BA, Major in Psychology) and

To change a degree program or a program of study (e.g., BA, Major in Psychology to BA, Major in History).

Class Level

First-year, sophomore, junior, senior, non-degree or graduate. For undergraduates, the standing is determined by the number of credits earned including transfer/test credits, not by the number of years in attendance.

Contact Hours

The number of hours the course meets per week.

Cost of Attendance (COA)

The total cost to attend school for the academic year.

Course Catalog

Data related to the individual course, such as the course’s title, credit value, description, and eligibility rules. 

Section

An course offering in a specific academic period (semester) of a specific course. For Example ABC 100 A offered Spring 2024

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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.

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Attributes attached to course definitions or course section definitions to categorize them and make them easier to track and manage.

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A specialized landing page containing a set of pre-configured tasks or reports for a functional area. 

Year/Term/Sub-term definition and controls

A pre-determined date or deadline by which a Student must take a specific action in Workday. Date Controls are usually based on the start and end dates of a course, financial aid processes, student billing and payments, etc.

Declared Date

Date the student declared (started) their program of study (major)

Meeting Type

How a course section is taught: in person, online or hybrid (a combination of in-person and online instruction).

Disbursement

Payment of funds to the student by the school. Can be scheduled,  anticipated or actual (when funds are paid out).

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Hold applied to the student when they haven't submitted the required documents or no attendance could be confirmed

Add/Drop dates

The last date to withdraw a student from a course section without a W Standing appearing on their transcript

Degree, Certificate

The specific diplomas, certificates, degrees, or other types of credentials students can earn at Lynn..

Organizations

Secondary and postsecondary schools that student prospects might have attended. You can associate educational institutions with student prospects.

Advising Requirements

A criteria to define requirements to register for a course (2.0 GPA, Instructor approval, etc).

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Defines a requirement that must be met for an application for admission to be considered complete. Example: Application fee.

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An engagement email or printed engagement item. You can include engagement items in engagement plans an use them to support student recruiting events.

Grade scale / Credit type

A consistent set of grade options and grade elements, which are the specific grade values that faculty may assign. Generally classes have a graded basis that allows A-F, pass/fail, etc.

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Historical Records (also referred to as ‘Historical Academic Records’) are legacy student records not migrated into Workday as "Active" records. In Workday, Historical records are functionally limited when compared to Active Records and data is stored as plain text that is not reportable and used for transcripts only. 

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A Historical Student is a student who is inactive in legacy prior to 2019. 

Hold

A tag on a student's account that may block the ability to register for courses, receive transcripts, disburse financial aid, etc.

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A student’s record will be inactive if that student has withdrawn from the university, has been dismissed or suspended, has completed their program or does not return to complete their program.

Meeting type

The type of class: lecture, seminar, studio or workshop.

Part time/Full time status

Whether a student is enrolled full time, three-quarter time, half time or less than half time. 

Loan Period

The portion of the academic year for which the loan is requested.

Master Promissory Note

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.

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A process that identifies duplicate student prospects when you add or update prospect information in Workday. The process merges prospects that are an exact match and flags prospects that are suggested matches. You can review and reconcile suggested matches.

AD to REG

In Workday, a student is “matriculated” once the student has accepted their offer of admission (online/graduate) or paid their admissions deposit (traditional daytime)  and their records move into Workday. Matriculation then creates the academic record and begins the new student onboarding process. This will be a separate/different from the definition of  matriculation that equates to enrolled. 

Course date/times

Dates and times that the course will meet (Schedule information)

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A period when all students with an "In Progress" status can change their registration regardless of whether they have been assigned a registration appointment.

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In Workday "Policy" is a rule set configured in the system. Policies in Workday are “passed down” from superior academic units and “inherited” by their subordinate academic units.

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Groupings of similar Programs of Study with similar attributes

Program Duration

The length of a program of study in weeks, months, or years. Workday Student uses this value to determine the Expected Completion date.

Major of study

Degree Program

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Degree program types

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Open Registration

Registration Override

Current status

Shows if a student has been registered (current) or unregistered (dropped) for the course. 

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When students have multiple academic records, the reporting record establishes primacy for processing and reporting. ​

Satisfactory Academic Progress (SAP)

Satisfactory academic progress (SAP) requires the student to maintain minimum academic standings to continue to receive financial aid.

Course Status

Preliminary indicates a course section in draft mode that is not shown to students and for which students may not be registered; open indicates the course is available for registration; closed means it has reached capacity; canceled indicates the course has been removed from the schedule of classes; waitlisted indicates the course has a waitlist.

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Course lists used for academic requirements. 

Terms, Semester, Blocks

Fall, spring and summer

Student Award Item

Defines the type of funding the student has been awarded. Example: Federal Pell

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Student cohorts are configurable collections of students that share characteristics such as program of study, academic unit, special population, tuition rate, etc.

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Requirements that use business objects to define a subset of the student population for a given process or transaction. More broad than eligibility rules. 

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Requirements that use pieces of student data to determine if a student meets the criteria for something in Workday Student. E.g., used in course pre-requisites. 

Orientation Checklist

Is a series of required action items students need to complete to prepare for orientation and the beginning of the term.

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A worklet that displays information for a student, including program of study, current courses, contact information Academic and financial details.

Candidacy Type

A Workday-defined value, such as First Year or Transfer that you can assign to prospective students and use to match student prospects to admissions counselors automatically.

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A student sponsor contract is an agreement by an agency, company, embassy, or other organization to pay all or a portion of a student’s tuition and fees.

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An attribute, such as Veteran, Athlete, or Scholarship Recipient, that you can assign to student prospects. You can use tags to match student prospects to recruiters automatically, find prospects, and use as criteria for associating engagement plans with prospects.

Course Subject

A subject is the area of study for a course, like accounting or business.

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Swap allows Students to drop one course or course section and register for another course or course section in the same academic period at once.  Swap cannot be used after the add/drop deadline.

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A Third Party Outside Payment is made by an outside agency, corporation, State Prepaid Tuition Plan, etc.

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This screen will show all forms of financial assistance a student has been awarded, including financial aid, scholarships, and waivers.

Transfer Credit

Credit taken at collegiate institution that is transferable to Lynn