Transitioning Instructor Course Subject Eligibility to Workday for 2024/25 Academic Year

In preparation for Launch 2 of Workday Student, instructor eligibility by course subject will now be updated in Workday for future academic terms (2024W onwards). Instructor eligibility is a record of which course subjects an instructor is qualified to teach (e.g. biology), which is currently managed in Scientia.

The following information is for anyone who manages instructor eligibility (or will manage instructor eligibility) at UBC. Job title/position may vary by department and campus. If you are unsure if this applies to you and your role at UBC, please contact your Supervisor.

What is changing?

Instructor eligibility will start to be recorded in Workday for the upcoming academic year. Anyone who manages instructor eligibility at UBC will start to receive a new Workday task, entitled “Designate Instructor Eligibility”.

Who is impacted by this change?

Anyone in UBCV and UBCO who currently helps manage instructor eligibility for their faculty, unit, or department, or will be doing so in the future may receive this task.

When will impacted users start to receive this task?

After November 9, 2023, impacted users will receive this task whenever a new academic appointment is created or changed in Workday for someone who has an academic track that includes instructional activities (e.g. sessional).

When and how do impacted users complete this task?

Whether an update to an instructor’s eligibility is needed in Workday depends on when they are teaching. However, impacted users will receive this task in Workday for all academic appointment changes in their Academic Unit and will need to identify when eligibility needs to be updated through this task, and when the task can be skipped using the guidance below.

• For 2024 Winter onwards, eligibility will be updated in Workday through this new task. Add any course subjects required for the upcoming academic year and click ‘Submit’.*
• For 2023 Winter and 2024 Summer, eligibility will continue to be updated in Scientia. Click “Submit” to clear the task.* If required, eligibility can be updated in Scientia using the current process.

*For new instructors, the Course Subjects column will be blank and at least one subject will need to be added.

Once a user receives this task under “My Tasks” in Workday, the only column that needs to be updated is the Course Subjects column. Find available subjects by searching the subject name or by course code.

Note: If multiple people in a unit/department have been selected to receive this task, the task will disappear from others ‘My Tasks’ page in Workday if another person completes it.

Where to go for help

Questions about updating instructor eligibility in Workday and how this task/process will work in future can be submitted through the Workday Student support form under the category Scheduling.

UBC Vancouver impacted users: Visit the UBCV Scheduling Services page to access the Workday Student Course Scheduling Canvas Course.

 Questions or concerns about IRP Student can be directed to Primary Transition Leads.