Resources for Faculty & Instructors
Resources for Faculty & Instructors
This page contains relevant information about Workday Student for any faculty member or instructor who teaches courses at UBC.
What's on this page
How will I interact with the new system?
How and when will I be onboarded to Workday Student?
What do I need to know?
Faculty and instructors are a key impacted stakeholder group and although the tasks performed in Workday Student by this group are somewhat limited, they are critical to the student academic journey at UBC. The below lists key information relevant to our faculty and instructors:
- Classic SIS & Faculty Service Center (FSC) will still be used by faculty users for activities related to 2023W and 2024S sessions, until end of August 2024.
- There are no changes to access or functions in Canvas for creating course content or communicating with students
- Faculty are now able to use Workday based on their individual security roles for activities related to 2024W session
- Other than adding the Teaching App* to your Workday Profiles (instructions on how to do this can be found at the bottom of this page), no action is needed in Workday by faculty until after student registration begins in June 2024 for 2024W, when faculty can use Workday to find their course sections and view class lists. *Please note you will only be able to add the Teaching App to your Workday Profiles once you have been assigned a course section. A training guide will be created with more information and posted here soon.
- By September 2024 faculty can use Workday & the Final Grade Submission Tool for grades and grade changes, and the Student Communications Tool to email students registered in their course
- Training will be delivered to faculty to ensure they are fully prepared to work in Workday
How will I interact with the new system?
Below is a list of applications and tools that will be used by instructors in the new system:
- Canvas: You will still use Canvas like you do today
- Workday: Used for viewing class rosters and initiating grade changes
- There are also two new tools that instructors will use, both of which are housed in Appian:
- Final Grade Submission Tool: used for submission of final grades
- Student Communications Tool: an option for communicating with students
All of these functionalities will be linked within the Teaching App for ease of use.
How and when will I be onboarded to Workday Student?
Faculty and instructors will be onboarded to Workday Student in line with the UBC academic cycle activities. Familiarize yourself with the timelines below.
What training will I receive?
The delivery of training will be a phased approach that is informed by the first use of functions in Workday Student and following the academic year cycle that informs our ongoing operations.
Topics:
- Viewing Class lists
- Finding course schedules
- Viewing teaching schedules
- Running reports
Audience: Instructors + Administrators
Format: User guides
Topics:
- Viewing class lists
- Communicating with registered students
- Entering and changing grades
- Running reports
Audience: Instructors + Administrators
Format: Drop-in Sessions
Additional Resources
How to add the Teaching app to your Workday profiles. (Please note you will only be able to add the Teaching App to your Workday Profiles once you have been assigned a course section)
- Step 1: Log into Workday
- Step 2: In the ‘Your Top Apps’ section, click on ‘View All Apps’
- Step 3: Then select ‘Teaching’
- Step 4: Click on the + sign
FAQs
Workday Student is the name of UBC’s renewed, reliable, and secure student information system. Workday, a cloud-based platform, will be the anchor of the system along with additional applications. Workday Student will be replacing UBC's current student information system to transition to a modern educational experience. This will serve as a foundation to support UBC’s academic mission, both today and into the future. UBC will evolve beyond this initial foundation solution as new functionality continues to be released in Workday that can take the place of other components of the current ecosystem.
Current and future students, faculty and other course instructors, student administrators (e.g. enrolment services advisors, faculty advisors, graduate program coordinators), curriculum administrators, financial administrators and UBC system administrators.
The implementation of Workday Student will require some major changes to existing applications at UBC. IRP Student looked at 427 Applications in total, of which 156 (UBC wider Ecosystem Application ) & 46 (SIS Core & SIS Ecosystem Applications) are believed to in scope for Ecosystem Delivery & Solution Delivery consideration. The team is responsible for working with application owners throughout the University community to determine if and how these 153 applications (and any others that are subsequently identified) will fit into the overall student ecosystem.
Each application will be assigned one of the following “dispositions”:
- Retrofit - the legacy application or system requires updates to function within the new ecosystem.
- Integration - a common service subscription or bespoke API build is needed to enable the exchange of data between the application and Workday.
- Sunset - there are two different types of Sunset dispositions:
• Convert Legacy Data: the application is retired because Workday and/or other application(s) will provide its functionality, and the data will be converted from the application into Workday.
• Discard Legacy Data: the application is retired because Workday and/or other application(s) will provide its functionality, and none of the data in the application will be converted into Workday. - No Change - there is no technical change, but data changes may be required due to new terminology, approved by UBC, and used in Workday. An example of this is CWL Authentication Service
Inventory can be found on this page.
In 2022, the IRP Student team engaged the community in sessions that captured processes that are currently working well, and inquired on what pain points exist within the existing system. Two design consultation sessions were held to collect input from faculties on grade entry design; every faculty was asked to nominate representatives to participate. As a result of these engagement sessions, we gathered feedback to inform the final build of the solutions that will be integrated with Workday Student.
Last updated: March 21, 2024