Click here to learn more about the Launch 2 phases
Launch 2 began on February 26
- Workday Student is LIVE
- For the majority of users, no action is required until March 11, 2024
- Launch 1 users will retain access to Workday Student Launch 1 capabilities
Data Catch-Up Period: February 23 – March 10
- Data from SIS being transferred to Workday Student
- For majority of users, no action required until March 11, 2024
Information for dual-entry users
- After Launch 2, and until September 2024 (also known as Coexistence period), most student data from SIS will be automatically synced to Workday Student.
- Some data, however, will require manual input into both systems. This is referred to as "dual entry" data.
- There will be some dual entry items during the Launch 2 Data Catch-up Period (Feb 23 to March 10). Identified users must log dual-entry tasks performed in SIS from February 23 to March 3, and then manually enter these items into Workday Student between March 4-10
- It is critical that dual entry items are logged and entered into Workday Student in order to ensure data in Workday Student is up-to-date with SIS. This will ensure system readiness for broad community use beginning March 11.
- Not logging and entering dual-entry data entry would result in incorrect student records, causing inaccuracies and inconsistencies in the functions to be executed in Workday Student after March 11.
Visit the Training Hub (CWL required) to access Dual Entry resources, including templates, instructions, and how-to guides.
The following table lists dual entry tasks as well as the user types who must log data from February 23 – March 4 and subsequently enter this data into Workday Student between March 4 – March 10*.
| Dual Entry Task | User Type |
|---|---|
| Student Personal Information - Changes that need staff approval Legal Name, Date of Birth, Citizenship Status, Visa Type (WD Residency) | Enrolment Services Advisors (UBCV) Enrolment Services - Student and Financial Services (UBCO) |
| Student Personal Information - Non-Staff Approved Changes (i.e. changes the student can do themselves) For example: Preferred Name, Contact Information, Emergency Contact, 3rd Party Authorization | Students as-self Enrolment Services Advisors (UBCV) on behalf of student Enrolment Services - Student and Financial Services (UBCO) on behalf of student |
| Athletic Team | Athletics and Recreation staff |
| Accessibility advisor association Senior Citizens | Accessibility - Centre for Accessibility (UBCV), Disability Resource Centre (UBCO) Senior Citizen - Enrolment Services |
| Program Versions | Program Versions: Enrolment Services Advisors, Graduate and Postdoctoral Studies, College of Graduate Studies, Selected Faculties |
| Student Notes - Deletes & Updates | Advisors and Staff who update student notes |
| Notes for Financial and Misconduct Holds: FINC, CAGY, OBAL, VPST, SPCL, OKAN | Enrolment Services |
| Student Program of Study/Specializations and Status Changes | Graduate and Postdoctoral Studies, College of Graduate Studies Enrolment Services, Academic Advisors |
| Continuing Student Transfer Credits | Enrolment Services - Transfer Credit Team |
| Academic Requirements overrides | Academic Advisors and Program Advisors for programs that currently use Degree Navigator |
| Supplemental Exam Outcomes | Enrolment Services Student Records (Vancouver only) |
| Student Accomplishments - e.g.SISC Additional Program Details - Thesis and Dissertation Titles and Completion Dates | Graduate and Postdoctoral Studies, College of Graduate Studies Staff |
*Note: There will be a requirement for continuing dual entry items after March 10 per the Coexistence period. If you are unsure whether you are required to perform dual entry tasks, please contact your Primary Transition Lead.
Here is a summary of key functions that you will be performing in Workday Student in line with the academic cycle for 2024 Winter session:
MARCH 11: WORKDAY STUDENT IS READY FOR ALL STAFF & FACULTY
- All staff and faculty can perform tasks related to 24W in Workday Student based on their individual security roles
- Ecosystem Applications will be deployed
- Launch 2 training continues as planned. For more information on training visit this page
- Dual-entry tasks continue until September 2024
APRIL 29, 2024: RELEASE OF LEARNER FINANCIAL SUPPORT CAPABILITY - FOUNDATIONAL SETUP & MERIT AWARDS
- Award Profile
- Award Cycle (Budget and Criteria)
- Learner Profile
- Merit Award Assignment*, Offer, Disbursement, and Eligibility Monitoring
- Student Communication
*Includes US loans award assignments
MAY 21: UBC STUDENTS GAIN ACCESS TO WORKDAY STUDENT & CENTRAL AWARD UNITS WILL BEGIN FOR 2024W
- New and current students will be able to access Workday Student for activities related to 2024W
- Student readiness planning is underway. Visit this page for current information
- It is important to note that staff, faculty, and students will continue to use Classic SIS for all student administrative activities related to 23W and 24S sessions. Learn more at irp.ubc.ca/coexistence.
- May is also when central award units will start to create awards for the 2024 Winter award cycle.
JUNE 2024: REGISTRATION & FACULTY AND INSTRUCTORS START USING THE SYSTEM
- June will see registration kick off in Workday for Graduate students first and all other students in the normal release schedule by year level running into July.
- Later in Summer, faculty and instructors will begin using the system to view their class lists
JULY 8, 2024: RELEASE OF LEARNER FINANCIAL SUPPORT CAPABILITY - CANADIAN STUDENT LOANS & DONOR COMMUNICATIONS
- Institutional Appendix
- Canadian Student Loan Award Assignment, ECE, and Eligibility Monitoring
- Donor Communication Letters
AUGUST 6, 2024: RELEASE OF LEARNER FINANCIAL SUPPORT CAPABILITY - UBC BURSARY & ADJUDICATION
- UBC Advance
- Financial Profile for UBC Bursary
- Need Assessment Upload
- Bursary and Undergraduate Award Adjudication
SEPTEMBER 2024: COURSE REGISTRATION CHANGES & GRADE CHANGES
- As the new academic year begins, we will be using the system in September for course registration changes, grade changes from the prior summer, program of study changes, and all of our normal Term 1 operations.
- This is also when the new Student Direct Stream application for the expedited study permit process will become available for use with the next admissions cycle.
NOVEMBER 2024: GRADUATION APPLICATIONS
- Spring graduation will open for students in Workday.